Graduate Assistant for Exhibitions & Gallery Operations
Moravian University · Bethlehem
CLASSIFICATION: Graduate Assistant
DEPARTMENT: Payne Gallery
FLSA STATUS: Non-Exempt
SUPERVISION RECEIVED: Works under the direction of the Director of Payne Gallery.
SUPERVISION EXERCISED: N/A
POSITION SUMMARY: Payne Gallery seeks a Graduate Assistant to provide dedicated support for exhibitions, collections, gallery operations, and public programming.
Working directly with the Director of Payne Gallery, the Graduate Assistant will help coordinate the planning and execution of the Gallery's exhibition schedule while gaining practical, professional experience in museum and gallery practice.
The position is designed for a graduate student interested in careers in museums, galleries, curatorial work, collections management, exhibition design, arts administration, museum education, or related fields.
The Graduate Assistant will play an active role in the full lifecycle of exhibitions—from initial planning and communication through installation, opening, public programming, deinstallation, and documentation.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Exhibition Project Management
- Maintain master timelines, calendars, checklists, and task lists for upcoming exhibitions.
- Track exhibition deadlines, deliverables, artwork arrivals, shipping, installation, signage, promotional materials, events, and deinstallation.
- Proactively communicate upcoming deadlines and outstanding tasks to the Director and appropriate campus partners.
- Coordinate logistical details with artists, lenders, faculty, students, Marketing, Facilities, Archives, and other university departments.
- Assist with preparing exhibition checklists, artwork inventories, installation plans, label lists, and other project documentation.
- Help ensure that exhibition projects remain organized and on schedule.
Exhibition Installation & Deinstallation
- Assist with receiving, unpacking, handling, moving, installing, and packing artwork using appropriate museum and gallery practices.
- Assist with hanging artwork, painting and preparing walls, patching, cleaning, lighting, and other exhibition preparation.
- Install and remove wall labels, didactic panels, signage, vinyl graphics, and other exhibition materials.
- Assist with installation photography and documentation.
- Maintain and organize gallery installation tools, equipment, and supplies.
- Assist with the safe and efficient deinstallation and return of exhibitions.
Artist, Lender & Exhibition Communications
- Assist with routine communication with artists, lenders, curators, galleries, museums, and other exhibition partners.
- Help coordinate artist visits, deliveries, installations, gallery talks, receptions, and related activities.
- Maintain accurate contact information and exhibition correspondence.
- Assist the Director in preparing artists and lenders for exhibition logistics and deadlines.
Gallery Administration
- Maintain organized digital and physical exhibition files.
- Update exhibition calendars and project-management documents.
- Assist with scheduling gallery activities and coordinating shared spaces.
- Track supplies, equipment, and exhibition materials.
- Assist with purchasing and inventory of gallery supplies.
- Help document exhibitions and maintain records for future reference.
Collections Care
- Assist with organizing and maintaining artwork storage areas.
- Help inventory and organize works in the University art collection.
- Assist with basic artwork documentation, labeling, storage, and safe handling.
- Help maintain appropriate housekeeping and organization of collection and gallery spaces.
- Report environmental, facilities, security, or maintenance concerns to the Director.
Promotion & Public Programming
- Assist with promotion of exhibitions, receptions, lectures, gallery talks, and other public programs.
- Create or assist with promotional graphics, signage, digital content, and social media.
- Coordinate with Marketing and Communications on exhibition promotion.
- Assist with photography and documentation of exhibitions and events.
- Staff openings, receptions, gallery talks, and other public programs.
- Assist with event setup, visitor engagement, and breakdown.
Campus & Student Engagement
- Assist with collaborations between Payne Gallery, academic departments, student organizations, and other university programs.
- Work with student interns and student employees when appropriate.
- Help identify opportunities for students to participate in exhibition planning, installation, design, collections, education, and programming.
- Support Payne Gallery's role as a teaching and learning resource for the University.
QUALIFICATIONS:
Required
- Enrollment in a graduate program.
- Strong organization and communication skills.
- Excellent attention to detail. Ability to manage multiple projects and deadlines.
- Ability to work independently and collaboratively.
- Interest in museum, gallery, exhibition, or arts administrative work.
- Ability to safely lift and move artwork and exhibition materials.
- Be enrolled in a minimum of two courses per semester.
Preferred
- Interest in Art History, Museum Studies, Arts Administration, Studio Art, Design, Education, or a related field.
- Previous museum, gallery, exhibition, collections, or arts-organization experience.
- Experience with exhibition installation and deinstallation.
- Familiarity with artwork handling, packing, condition reporting, or collections management.
- Experience with Adobe Creative Cloud, Canva, photography, social media, or digital media.
- Experience creating exhibition graphics, signage, labels, or promotional materials.
- Experience communicating with artists, lenders, museums, galleries, or other cultural organizations.
PROFESSIONAL DEVELOPMENT: The Graduate Assistant will receive direct mentorship from the Director of Payne Gallery and will gain experience across multiple areas of professional museum and gallery practice. Professional development opportunities may include:
- Exhibition planning and project management
- Curatorial and exhibition development
- Artwork handling and installation
- Collections management and care
- Exhibition design and interpretation
- Artist and lender relations
- Museum education and public programming
- Arts marketing and communications
- Digital exhibition development
- Exhibition documentation and photography
- Gallery administration and operations
The Graduate Assistant may also develop an area of specialization based on their academic interests and professional goals.
IDEAL CANDIDATE: The ideal candidate is organized, proactive, curious, creative, resourceful, and comfortable working across both the conceptual and practical aspects of gallery work. They should be someone who can move comfortably between a spreadsheet, a studio, a gallery wall, an artist's email, and an opening reception. The successful candidate will be interested not simply in assisting with individual tasks, but in learning how exhibitions are developed and managed as complete projects. This position provides an opportunity to work closely with the Director of Payne Gallery and to gain broad, hands-on experience in the operation of an active university gallery.
TO APPLY: Qualified candidates should attach their cover letter, resume, and contact information for three professional references to the online application by clicking “Apply Now”. Please attach documents as a PDF file.
Moravian University will not sponsor applicants for a U.S. work visa for this position.
Moravian University’s mission is to prepare individuals for reflective lives and leadership in a world of change. In support of this mission, we are dedicated to fostering an educational and professional environment that is enriched by individuals of varied backgrounds, experiences, and perspectives.As part of Moravian University’s institutional values, all employees contribute to upholding our Community Standards and Expectations, which emphasize respectful engagement, accountability, inclusion, and lifelong learning.
Moravian University is an equal opportunity employer and does not tolerate discrimination, harassment or retaliation against any applicant for employment or admission on the basis of a characteristic protected by federal, state or local laws. Please see Moravian University’s Equal Opportunity and Title IX nondiscrimination statement for additional information.
Please visit moravian.edu/benefits to review benefits offered at Moravian University*
WORK ENVIRONMENT: The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.
The individual is routinely exposed to indoor conditions, minimum outdoor weather and temperature extremes, and moderate noise level.
We welcome applicants of all abilities and are dedicated to fostering an inclusive work environment. If you need any accommodations during the hiring process or in your role, we encourage you to reach out to Human Resources at hr@moravian.edu or 610.861.1527. View the standard physical demands for positions at Moravian University.
The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.
*Please visit this link to review the benefit eligibility status associated with this position.
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