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Curatorial Assistant and Administrative Coordinator
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Position Number: 5468090
Location: Philadelphia, PA
Position Type: Secretary and Administrative Assistants

Curatorial Assistant and Administrative Coordinator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Curatorial Assistant and Administrative Coordinator

Job Profile Title
Coordinator, Program

Job Description Summary
The Curatorial Assistant and Administrative Coordinator is an invaluable member for the Curatorial Department who assists the Chief Curator and Curator with scholarly projects as well as a variety of project-related administrative tasks, including assistance in planning, research, organization and installation of exhibitions and exhibition-related performances, assistance with catalogs and other print and digital publications, writing didactic labels, press releases, and other copy, and key support of other curatorial projects. This position works closely with the ICA Curatorial Affairs, Development, Marketing, Public Engagement, and Administration departments on various projects. The Curatorial Assistant and Administrative Coordinator reports to the Chief Curator.

Supporting ICA in its commitment to creating a diverse, inclusive, and equitable institution; treating colleagues and partners fairly and respectfully; and recognizing the value that diverse backgrounds and perspectives bring to our organization is vital to this position.

Curatorial Assistant and Administrative Coordinator must be a generous, thoughtful, and clear communicator, have accomplished writing skills, a strong attention to detail, an ability to organize and manage multiple projects, and a desire to work collaboratively while contributing to total team culture and effort.

Familiarity with Excel, Word, PowerPoint/Keynote, Microsoft Office 365, Adobe Suite, Google Drive, BaseCamp, and Outlook will be beneficial.

Potential to work nights and/or weekends throughout the year.

Job Description

Job Responsibilities

Research - The Curatorial Assistant and Administrative Coordinator assists the Chief Curator and Curator with aspects of research, planning, organization, and realization of current and future exhibitions, creating detailed exhibition checklists, preparing bibliographic and biographical material, obtaining necessary copyrights, assisting with the research and writing of gallery ambassador interpretive text, administering the curatorial side of the loan request process, answering general curatorial inquiries and conducting gallery tours as necessary for visitors, assists in cultivation activities, keeps informed of current activity around departmental interests through gallery and museum visits, publications, and other activities.
Department Administration - Assists the Chief Curator and the Curator with scheduling meetings, booking travel, and processing receipts. Works with the ICA and university finance departments to ensure all administrative processes are performed accurately and according to protocol.
Exhibition Text - The Curatorial Assistant and Administrative Coordinator assists the Chief Curator and Curator in researching and writing exhibition interpretive texts, maintaining editing schedules from inception through delivery to final approval including writing, editing, formatting, maintaining, and enforcing the ICA Style Guide. Assists in working with internal and external editors, proofreaders, indexers, translators, and others throughout production. Ensures accuracy of information in print and online, as needed. This process involves working closely with the Marketing, Curatorial Affairs, Public Engagement, Development teams and the Director.
Communication - Functions as a liaison with other departments within the ICA and with colleagues throughout the university and the field. Assists in organizing and overseeing curatorial cross-departmental meetings including gathering agendas, recording action items, and scheduling. Organizes and disseminates exhibition-related material such as checklists, presentations, and exhibition information packets through digital platforms such as SharePoint and in-person. Conducts talks, walkthroughs, and participates in public programs. Supervision and mentoring of interns and work studies.
Book Production - The Curatorial Assistant and Administrative Coordinator assists the Chief Curator and Curator in all aspects of book production working with editors, designers, and production managers to develop workflow, maintain schedules, and ensure accuracy of information from inception through delivery to printer. Key areas include but are not limited to managing the flow of incoming and outgoing texts with internal departments and external freelancers such as editors, proofreaders, indexers, translators, bibliographers, and others, editorial tasks as assigned, onboarding outside partners into the Penn payment system, identifying ISBNs, bar codes, and imprints on jackets, covers, and title pages, working with the Library of Congress to obtain copyright information and Cataloging-in Publication data. Editorial tasks as assigned, including proofreading front and back matter.
Artist Performances - Assists the curator overseeing production management for select exhibition public events participating in ideation and then determining and overseeing scope of work, schedule, budget, and implementation. Developing workflow and identifying staffing needs for artist performances, maintaining production schedules from inception through event implementation working closely with the Public Engagement team. 5%

Qualifications

Bachelor of Arts and 2 to 3 years of experience or equivalent combination of education and experience is required.
Supporting ICA in its commitment to creating a diverse, inclusive, and equitable institution; treating colleagues and partners fairly and respectfully; and recognizing the value that diverse backgrounds and perspectives bring to our organization is vital to this position.
Curatorial Assistant and Administrative Coordinator must be a generous, thoughtful, and clear communicator, have accomplished writing skills, a strong attention to detail, an ability to organize and manage multiple projects, and a desire to work collaboratively while contributing to total team culture and effort.
Familiarity with Excel, Word, PowerPoint/Keynote, Microsoft Office 365, Adobe Suite, Google Drive, BaseCamp, and Outlook will be beneficial.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Institute of Contemporary Art

Pay Range
$24.13 - $26.44 Hourly Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Institute-for-Contemporary-Art/Curatorial-Assistant-and-Administrative-Coordinator_JR00092648