Exhibitions and Licensing Coordinator Please put “Exhibitions and Licensing Coordinator” in the subject line if you are submitting your application by email.
Position type: Full-time Basic work week: 37.5 hours per week, Monday – Friday
OVERVIEW The Exhibitions and Licensing Coordinator assists the Exhibitions department with the development and production of a wide range of exhibition projects, from initial proposal review to budget and scheduling to execution and debriefing. The Exhibitions and Licensing Coordinator assists the Rights and Reproductions department with daily tasks including, but not limited to: processing external image requests, and management of copyright research and information retention.
Primary 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.
- Assist in the preparation and monitoring of exhibition, seasonal programming, and rotation budgets and timelines.
- Maintain and distribute approved exhibition and rotation schedules.
- Prepare, distribute, track, and follow up on proposals for Newfields-organized exhibitions for loan to venues.
- Assist with monitoring and managing development of exhibitions, including serving on cross-departmental core teams, as assigned.
- Process external requests for the use of Newfields media, including negotiating reproduction and/or preparation fees (as applicable), processing invoices, and retaining completed permission use contracts.
- Receive and archive publication materials, both Newfields created and gratis copies from external requests, in the Bibliography module of Newfields’ CMS.
- Assist as needed with the oversight of site-specific location shoots.
- Liaise with other Newfields departments, including but not limited to Curatorial; Retail; Interpretation, Media and Publishing; and Marketing and Communications, as well as external stakeholders on projects as needed to obtain media files, clear use permissions, and/or prepare fair use analyses for the following:
- Oversee all Tier 3 and 4 temporary exhibitions and all permanent collection rotations;
- Assist with ongoing publication and catalogue projects; and
- Other licensing as needed.
- Excellent written and verbal communication skills;
- Excellent organizational skills and attention to detail;
- The ability to manage multiple projects simultaneously;
- The ability to work both independently and cooperatively with cross-departmental teams;
- Proficiency in Microsoft Office Suite required; and
- Familiarity with Adobe Creative Suite, KE-EMu, and Piction (or similar collections management and digital asset management systems) preferred.
Education and/or Experience:
- Bachelor of Arts degree with a minimum of two years of related work experience or equivalent combination of education, training, and experience;
- Masters degree in Arts Administration, Art History, Collections Management, or Museum Studies preferred;
- Knowledge of copyright law, with a primary focus on fair use within a museum context preferred.
A competitive salary is offered for all positions and a generous benefits package for full-time positions. To perform the job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To apply, please send your resume, cover letter and Newfields application to:
Mail: Newfields ATTN: Human Resources 4000 Michigan Road Indianapolis, IN 46208
Fax: 317-920-2655 No phone calls, please.
About Newfields Newfields offers dynamic experiences with art and nature for guests of all ages. The 152-acre cultural campus features art galleries, lush gardens, a historic home, performance spaces, a nature preserve and sculpture park. From inspiring exhibitions in the IMA Galleries, to concerts in The Toby, to a stroll through The Garden with a glass of something cold, guests are invited to interact with art and nature in exciting new ways. Newfields is home to the Indianapolis Museum of Art, among the ten largest and ten oldest general art museums in the nation; the Lilly House, a National Historic Landmark; The Garden, featuring 40 acres of contemporary and historic gardens, a working greenhouse and an orchard; and The Virginia B. Fairbanks Art & Nature Park: 100 Acres, one of the largest art and nature parks in the country. The Newfields campus extends outside of Indianapolis with Miller House and Garden in Columbus, Ind.—one of the nation’s most highly regarded examples of mid-century Modernist architecture. For more information visit discovernewfields.org.
Diversity Newfields recognizes that museum audiences and their interests are changing, and as Newfields transforms our audience experience, we are creating expanded, innovative opportunities to actively engage and entertain our guests. Celebrating the diversity of our donors, guests, volunteers and staff is a key part of this Newfields vision. Diversity is understanding, respecting, and valuing differences, including, but not limited to, race, color, national origin, religion, sex, sexual orientation, gender identity, protected veteran status, disability, or any other legally protected status.
Simply put, we believe our guests and donors are best served by a host team, comprised of both staff and volunteers, that reflects the diversity represented within our communities and that takes full advantage of the unique viewpoints, talents and experiences of each and every person who works here. We strive to attract and retain exceptional employees who feel comfortable in an inclusive culture that supports their ability to thrive and add their voice to the ongoing conversation.
Indianapolis Indianapolis is a city with a MSA of 2,000,000 people. More than 60% of the population is under 44 years of age and the city’s racial demographic breakdown is approximately 79% White, 16% Black, 3% Asian, and 2% other, with 7% of the overall citizenry identifying as Hispanic. In 2016 Forbes named Indianapolis one of the top 10 cities to live in for young professionals citing its high standard and low cost of living, while Vogue told its readers not to call Indianapolis a “Flyover City”, but to go see how vibrant it is for themselves. With a host of new bars and restaurants, nationally recognized symphony, theater, cabaret, sports teams, and the Herron School of Art + Design, Newfield’s hometown is a perfect place to build a career and enjoy life.