Collections and Exhibitions Coordinator
/Job Title:
Collections and Exhibitions Coordinator
Organization:
School of Art Gallery, The University of Manitoba
Deadline:
May. 29, 2026
Organization Description:
The School of Art offers a Bachelor of Fine Art in studio practice and art history, Diploma in Art, Master of Arts in Art and Architectural History, and a Master of Fine Art program in studio practice. There are nine diverse areas of academic concentration housed in four buildings. There are 16 administration office staff, 7 studio technicians, 20 full-time faculty members, 20-25 sessional instructors, teaching assistants, student monitors and work study students serving approximately 300 undergrad students and 10 grad students. Approximate budget for the School of Art is 4.6 million dollars. The University of Manitoba’s School of Art Gallery (formerly Gallery One One One) was established in 1965 to serve the School of Art and the public. The School of Art Gallery exhibits and collects contemporary and historical art, maintaining, researching and developing collections in the School of Art’s Permanent Collection and the FitzGerald Study Centre collection.
Website:
http://viprecprod.ad.umanitoba.ca/DEFAULT.ASPX?REQ_ID=45747
Job Description:
Reporting to the Director/Curator, School of Art Gallery, the Collections & Exhibitions Coordinator is responsible for managing, coordinating, and the care of the School of Art Gallery’s Permanent collection, as well as providing administrative support for the Gallery in the delivery of temporary exhibitions, programs, and outreach activities. The role integrates gallery administration, exhibition coordination, and collections-related responsibilities, ensuring that artworks are managed according to professional standards. Working closely with the Director/Curator, the Collections & Exhibitions Coordinator plays a vital role in the operations at the School of Art Gallery, enriching the lives of students, faculty, staff, and visitors alike, while preserving the cultural legacies of art in Manitoba and beyond.
Responsibilities:
General Administration 45%
• Answers public inquiries and research requests about the Gallery, its programs, and its Collections via email, phone, and in-person visits.
• Maintains Gallery records.
• Assist the Director/Curator with supervising and scheduling volunteers, interns, and contract employees (appraisers, etc.).
• Assist the Director/Curator with sending out contracts and letters of agreement to artists, curators, and other contributors.
• Assist the Gallery Technician with the coordination of contract employees that deal with facilities management and exhibitions, such as installers, maintenance workers, or technicians.
• Works with the Gallery Technician and Gallery Director/Curator to recommend the purchasing of necessary materials, equipment and supplies as needed for exhibitions, outreach and events.
• Liaise with university departments, vendors, and external service providers.
• Manage incoming and outgoing loans, including contracts, loan agreements, insurance, and condition reporting.
• Maintains a catalogue exchange database, coordinates mailouts of School of Art Gallery catalogues to recipients.
• Work with the Director/Curator to coordinate Gallery publications, liaise with writers, designers, printers, editors, photographers, and co-publishers.
• Requests ISBNs for Gallery publications, manages correspondence with Library and Archives Canada.
• Assist the Director/Curator with funding applications.
Collections and Loans Management and Development 45%
• Ensure artworks in the Gallery Collection are safely and secured stored, following acceptable museum standards.
• Prepare condition reports on artworks for exhibition.
• Perform minor conservation and framing work as required, including matting, mounting, framing, or initiating minor repairs.
• Photo-documents damage to artworks as soon as damage is discovered.
• Work with the Gallery Technician to coordinate the movement of artworks throughout the Galleries, School of Art, and the greater campus.
• Maintains the Art Rental program of the School of Art Gallery.
• Processes the purchase and donation of artwork, coordinating payment for purchased works and preparing and submitting deed of gift for donated works.
• Manages the accessioning process for all new acquisitions, including preparing accession files and assigning unique accession numbers, and oversees deaccessioning in accordance with Gallery policy.
• Coordinates appraisals.
• Assists the Director/Curator with the preparation and submission of Cultural Property Certification applications to the Canadian Cultural Property Export Review Board.
• Prepares and submits thank you letters to donors.
• Prepare annual acquisitions report.
• Assist with funding applications for purchase of artwork.
• Maintain a complete and accurate inventory of the permanent art collection using the art collection database and conduct regular physical inspection to ensure safety, security and preservation of artworks.
• Assist in updating the collections database as required to include records of provenance, copyright, purchase or donation, photography, evaluation, insurance, condition, and location.
• Maintain current documents on collection valuations for insurance purposes.
• Engage professional conservators and framers as required.
• Works with the Gallery Technician to attend to cleaning, maintenance and optimum organization of Gallery and vault spaces to protect the artworks.
Other duties 10%
• Attends Gallery and/or University planning or staff meetings as required.
• Serves as ex-officio voting member of School of Art Gallery Acquisitions Committee
• In the absence of the Gallery Attendant, opens and closes the gallery, greets visitors, and monitors Gallery spaces and artwork during opening hours.
• Assists with set up for special art events and programs.
• Works effectively with artists, curators, lenders, and donors, colleagues, and members of the public in a courteous and professional manner, providing excellent customer service.
• Provide other related duties as assigned or required.
Qualifications:
MINIMUM FORMAL EDUCATION/TRAINING:
Completion of a formal training program is required. A graduate curatorial studies program, Master of Fine Arts, or Master in Art History is preferred.
EXPERIENCE:
Four years of museum experience working in an administrative role is required, preferably in an art gallery or educational institution.
Knowledge of museum standard practices is required. Experience working with artists in the local community is required.
Experience in database creation, clean up and management, and maintaining accurate records is required.
Experience creating letters of agreement to artists, curators, and others is required.
Experience preparing condition reports and invoices is required.
Knowledge of the local art community and Manitoba art community would be an asset.
Advanced study of Canadian and Indigenous art history would be an asset.
Experience coordinating events would be an asset.
An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
Excellent written and verbal communication skills with the ability to communicate diplomatically is required.
Must be willing to take initiative and be proactive.
Team player, with a focus on collaborative practices is required.
Detail oriented is required
Demonstrated ability to plan, implement, and assess projects is required.
Exemplary customer service is required.
Advanced knowledge of Microsoft Office Suite is required.
A high level of integrity and initiative is required.
Sound decision making and problem resolution skills are required.
Demonstrated ability to build relationships with artists, collectors, faculty members, and the community is required.
Knowledge of proper art handling is required.
Ability to work under pressure, meet deadlines, and manage and complete multiple projects concurrently is required.
Must be able to work effectively with other administrative units within the university and School, and with School academic staff members.
Demonstrated ability to manage a high volume of traffic and constant interruptions is required.
Demonstrated ability to deliver steady, high-quality results over time is required.
Satisfactory work record, including satisfactory attendance and punctuality, is required.
How to Apply:
Please visit https://viprecprod.ad.umanitoba.ca/DEFAULT.ASPX?REQ_ID=45747
Remuneration:
$26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)
