Project and Content Coordinator

Employment Type: Full-Time, Hourly, Non-Exempt
Deadline to Apply: This position will remain open until filled.
Rate of Pay: $20.00 - $25.00 per hour - Commensurate with experience.

Job Purpose

The Project and Content Coordinator supports the successful planning, development, and implementation of exhibitions, and related projects, by coordinating project activities, facilitating communication among internal and external stakeholders, and ensuring project deliverables are completed on schedule. This position maintains project documentation, schedules, and content development workflows while providing administrative and logistical support throughout the exhibit development process.

Duties and Responsibilities

Exhibit Development Coordination & Project Support

• Serves as a cross-functional partner throughout the exhibit development process, working with departments across the organization to coordinate information, resources, timelines, and support needed to successfully deliver the exhibit.

• Participates in exhibit development meetings and coordinates agendas, materials, and follow-up with departments to ensure the right internal and external partners are engaged at the appropriate stages.

• Document and communicate key decisions, action items, responsibilities, and deadlines from meetings and ensure timely distribution to the appropriate teams and stakeholders.

• Builds and maintains strong working relationships across departments and with external partners, helping connect exhibit development needs with organizational operations, resources, expertise, and priorities.

• Facilitates cross-departmental coordination and follow up on content, design, programming, visitor experience, facilities, technology, communications, and other project related needs by scheduling meetings, check ins, working sessions, and other approaches as appropriate.

• Provides day-to-day project support and problem-solving by identifying coordination gaps, helping clarify next steps, and connecting the appropriate people or resources to keep work moving forward.

• Supports exhibit development teams in achieving project objectives and deliverables while maintaining flexibility to respond to evolving project needs, organizational priorities, and interdepartmental dependencies.

• Helps ensure exhibit development is integrated across the organization, recognizing that successful exhibits require collaboration and coordination beyond the exhibit development team itself.

Project Scheduling, Tracking & Coordination

• Coordinates with key partners throughout the exhibit development process to establish project schedules, deadlines, milestones, and priorities, while monitoring progress across content and project teams to ensure deliverables remain on track.

• Maintains, updates, and communicates project schedules, timelines, task lists, action items, and other project documentation throughout the exhibit development process.

• Tracks dependencies, outstanding items, and follow-up needs across teams and helps identify areas requiring additional coordination or attention.

• Provides day-to-day project coordination and organizational support to help ensure efficient execution and progress toward project goals.

• Assists key partners and project teams with coordinating meetings, follow-up activities, and next steps to maintain momentum throughout the development process.

Stakeholder Communication & Cross-Functional Collaboration

• Serves as a key liaison among key partners: Curator(s), museum departments, staff, contractors, consultants, and external partners to support successful project delivery.

• Builds collaborative working relationships across departments and helps connect people, information, resources, and project needs.

• Facilitates clear, timely, and consistent communication among internal and external stakeholders, recognizing that exhibit development requires coordination across multiple areas of the organization.

• Communicates project updates, decisions, meeting outcomes, action items, and key information to the appropriate team members and stakeholders.

• Facilitates follow-up conversations, check-ins, and working sessions as needed to resolve questions, clarify responsibilities, and keep work moving forward.

• Provides flexible support to project teams by helping coordinate emerging needs, competing priorities, and interdepartmental dependencies throughout the project lifecycle.

Process Improvement & Project Support

• Evaluates project management tools, systems, methods, and processes and recommends improvements to strengthen project coordination, communication, and accountability.

• Supports the development and implementation of consistent project coordination practices, tools, and documentation.

• Identifies opportunities to improve communication, workflow, and collaboration across departments involved in exhibit development.

• Supports continuous improvement initiatives related to exhibit development, project coordination, and cross-functional collaboration.

Other Responsibilities

• Performs other duties as assigned in support of organizational and project needs.

Qualifications

• At least one year of experience providing administrative support, project coordination, or related project management support.

• Proven track record of successfully coordinating projects from start to finish while working collaboratively with multiple internal and external partners.

• Proficiency with Microsoft Office/365 applications, particularly Excel. Familiarity with project management tools such as Wrike, Asana, or similar platforms is preferred.

• Ability to manage a continuous workflow while balancing competing priorities and adjusting to changing project needs.

Preferred Qualifications

• Experience with exhibitions, graphic design, project management, museums, nonprofit organizations, or related fields are preferred.

• Demonstrated ability to organize and prioritize multiple projects, tasks, and deadlines in a fast-paced environment.

• Demonstrated ability to coordinate work across multiple teams and stakeholders and maintain momentum toward shared deadlines and milestones.

• Strong attention to detail and demonstrated ability to maintain accurate project documentation, schedules, and workflows.

• Demonstrated ability to communicate clearly and professionally, build effective working relationships, and collaborate with a diverse range of colleagues, external partners, and contractors.

• Demonstrated ability to anticipate project needs, follow through on assignments, identify potential issues, and help keep projects on track.

• Professional demeanor; ability to remain calm under pressure and work with little to no supervision

• Degree, certification, or relevant coursework in Project Management or Museum Studies a plus.

Direct Reports

None

Working Conditions

Regular in-person presence is required throughout exhibit development and installation. Remote work is limited and based on project needs. Work is primarily on-site during regular business hours with flexibility required to meet project and exhibit timelines. Work includes office activities, meetings, and on-site exhibit work involving standing and walking.

Physical Requirements

Job works in an office environment, with prolonged periods of sitting, with occasional carrying and/or lifting may be requested. Computer work involves fingering ability and hand-eye coordination. Must be able to communicate effectively with co-workers, vendors, and outside trades persons.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact us at hr@bishopmuseum.org or 808-848-4107 if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Equal Opportunity Employer

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.