Design, Interpretation, Media, and Publishing Project Coordinator

Opportunity Title: Design, Interpretation, Media, and Publishing (DIMP) Project Coordinator

Reports To: Director of Content and Interpretive Engagement

Salary: $47,000 annually

Responsibilities

The following responsibilities describe the general nature of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory.

Financial, Administrative & Contract Management

• Track and monitor budgets for exhibition graphics and support operational budgeting for department.
• Create requisitions, receive purchase orders, and process and track invoices in alignment with approved project budgets and timelines.
• Manage departmental contracts and provide administrative support for financial documentation and procurement processes.
• Project Management & Representation
• Represent the Design and Media teams in project production schedule meetings and understand interdependencies across exhibition design, graphics, and media timelines.
• Review rotation proposals and associated timelines to stay aligned with upcoming scheduling needs.
• Track project milestones, dependencies, and risks, escalating issues as needed to maintain timelines.
• Create and maintain integrated projects schedules across graphics, media, and proofing schedules.
• Support exhibition development by managing content and design production schedules in project management software.
• Cross-Departmental Communication
• Communicate proactively with other departments on graphics- and media-related needs, including reporting on schedules and deliverables in project meetings. Document decisions, action items, and approvals to ensure accountability and follow-through.
• Manage maintenance and scheduling of select design and interpretation focused gallery elements, including label production process and installation/interpretive tool upkeep.
• In collaboration with the Director of Content and Interpretive Engagement and team managers, coordinate the routing and tracking of content and design materials throughout the review and approval process, ensuring all materials reach the Director of the Museum on schedule and that feedback is returned to project teams in a timely and organized manner.
• Staff & Resource Coordination
• Coordinate staff project assignments in collaboration with department managers.
• Review concurrent project schedules to identify timeline conflicts or capacity limitations and work with stakeholders to adjust timelines or develop solutions.
• Maintain a calendar or database of staff project lists and assignments.
• Media Representation & Content Management
• Serve as the departmental lead for Newfields’ digital asset management (Piction) system and lead the cross-departmental Piction working group. In collaboration with the Director of Content and Interpretive Engagement, provide strategic direction, facilitate collaboration, and guide shared decision-making across teams.
• Document, and maintain DAM governance, workflows, and best practices to ensure alignment with institutional goals and long-term asset stewardship.
• Act as the primary escalation point for DAM-related issues, guiding resolution and coordinating with internal stakeholders or system administrators as needed.
• Serve as the Media team representative on assigned exhibition projects.
• Collaborate with Media and Design teams to prepare photography for exhibitions and publications.

Workflow & Process Improvement

• Assess existing workflows and collaborate with team members to improve processes that ensure staff receive necessary information and resources for successful project execution.
• Develop and document standardized project workflows, templates, and best practices to improve efficiency and consistency.

To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Required Skills

• Ability to prioritize and execute multiple tasks under deadline pressures
• Strong attention to detail
• Collaboration and teamwork across departments
• Effective verbal and written communication with staff and external constituents
• Proficiency in Microsoft Office Suite (especially Excel, Teams, and PowerPoint)
• Flexibility, resourcefulness, and anticipation of departmental/institutional needs

Educations and/or Experience

• Project management experience (a plus)
• Budget and project tracking experience
• Experience with metadata or digital asset management (a plus)
• Experience with printing processes or production (beneficial but not required)

Physical Demands of Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle; reach with hands and arms; climb stairs; balance; stoop, kneel. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This job may require you to work outside in extreme temperatures and or temperatures below freezing.

Work Environment: The work environment characteristics described here are representative of those that an employee may encounter while performing the essential functions of the position. The noise level in the work environment is usually moderate. This job will require you to be around large groups of people in close proximity. This job will require you to work outside of normal working hours to include nights and weekends.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.