Production Coordinator

JOB TITLE: Production Coordinator 

DEPARTMENT: Exhibitions 

REPORTS TO: Director, Exhibitions 

CLASSIFICATION: Full-Time, Exempt 

REMOTE WORK ELIGIBILITY: Partial 

GENERAL SUMMARY 

Under the guidance of the Director, Exhibitions, the Production Coordinator collaborates with internal and external stakeholders to coordinate all aspects of publication and exhibition production within the specified timeframe and budget.  

ESSENTIAL FUNCTIONS 

• Collaborate closely with Exhibition Project Managers, Editor, Graphic Designer, and Exhibition Designer to support production processes for high quality exhibitions and publications.
• Support creation and maintenance of relevant documentation and design standards.  
• Create and monitor schedules for all editorial projects and exhibitions to ensure adherence to deadlines by internal and external stakeholders. 
• Aid in the building and tracking of project budgets, including but not limited to graphics and publications. Pay invoices in a timely fashion assuring that totals do not exceed budgets.
• Assist Editor, Exhibition Project Managers, Designers, and the Director of Exhibitions in creating contracts for external editors, photographers, and designers.
• Maintain contract tracking sheet for all exhibition and publishing contracts. 
• Facilitate and track communication between color separators, designers, curators, authors, Editor, DIA photography department, and other outside organizations to ensure projects are on schedule and on budget, and to flag potential challenges with the internal team.
• Research and order images, negotiate costs, and process invoices for publication images. Clear image rights and copyright as needed. Assemble rights, captions, and image credits.
• Work with Editor to track receipt and approval of images, color proofs, collecting, organizing, and distributing lo-res placement images and high-res files to designers.
• Organize image files on SharePoint, distribute images to the DAMS team for uploading into Widen, and create and maintain exhibition image banks for Marketing and Press.
• Create and distribute hi-res images, PDFs of finished publications, and exhibition materials for exhibition use. 
• Liaise with Photography Department to request new object and installation photography.
• Review images and flag potential issues related to United States copyright laws and intellectual property to Editor, Exhibition Project Managers, and the Director of Exhibitions to ensure that the department is following all necessary rules and guidelines. 
• Aid in creating and updating Image Banks for exhibition publicity and communications.
• Under the guidance of the Editor, prepare Request for Proposal (RFP) for bid process and track all aspects of the bidding process.
• Create, maintain, and send complimentary catalogues required by lenders, authors, and others.
• Work with Graphic Designer to track the production of labels and other graphic elements for exhibitions and the permanent collection.
• Support Graphic Designer with exhibition and permanent collection graphics production, including assistance with color matching and collaborating with vendors to produce the highest quality gallery graphics.
• Compile information and gather edits from internal stakeholders for exhibition and reinstallation fact sheets.
• Maintain archive of past projects.
• Apply DIA values to interactions to support a culture of belonging among internal and external stakeholders.
• Perform other duties as assigned.

QUALIFICATIONS 

EDUCATION AND EXPERIENCE  

Bachelor's degree in humanities, art, or related field required. Three (3) years of experience in project management, print production and/or image procurement required.  

KNOWLEDGE, SKILLS AND ABILITIES  

• Demonstrated collaboration skills to work across departments and divisions internally and with diverse stakeholders externally.  
• Demonstrated organizational skills to plan, manage, prioritize, and complete multiple on-going projects to meet deadlines and goals. 
• Must possess a demonstrated understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information.
• Ability to communicate with, manage and oversee vendors to meet expectations and deadlines.
• Experience with developing and tracking budgets for projects, assuring adherence to approved budgets. 
• Ability to provide information, ideas, and instructions clearly, effectively, and professionally through talking or writing. 
• Must have demonstrated active listening and communication skills and an ability to communicate clearly and professionally.
• Demonstrated research and analysis skills to identify critical information and complete projects and goals.
• Experience with collections database software, The Museum System (TMS) preferred.
• Knowledge of copyright law and an understanding of matters related to use and reproduction preferred.
• Working knowledge of print production preferred.
• Must be proficient in the latest version of Microsoft Office 365.Must have proficiency in the use of remote work technology such as scheduling with, connecting to, and using digital collaboration platforms such as Microsoft Teams.
• Must be able to establish and maintain professional, productive and courteous interactions that promote positive teamwork. This encompasses going beyond giving and receiving instructions and includes but is not limited to (a) performing work activities requiring interacting or speaking with others; and (b) responding appropriately to constructive feedback or suggestions for improvement from a supervisor.

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Upon receiving notice, reasonable accommodations may be made, if possible, to enable individuals with disabilities to perform the essential functions.  

While performing the duties of this job, the employee is regularly required to communicate and exchange accurate information using various methods including in-person, telephone and email. Visual acuity needed in order to quality check images.  

This job description describes the general nature of the duties and requirements of this job. It is not intended to be an exhaustive list or to limit the supervisor's ability to modify work assignments as appropriate. 

THE DETROIT INSTITUTE OF ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.