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Department Coordinator, Prints and Drawings

Under the direction of the Chair of the Department of Prints and Drawings and the Chair of the Department of Photography, the Department Coordinator will provide essential administrative planning, organization, and execution in a collaborative environment.

Key Responsibilities:

• Lead the key administrative initiatives for the departments, following museum practices.

• Oversee paperwork for all acquisition and loan reviews by the Collections Committee, working closely with departmental colleagues, the Manager of Collections Documentation, Registrars, Gifts of Art office, and external contacts to process, ship, and register acquisitions.

• Oversee all departmental art-registration requests, including data entry on works of art, ship in/ship out requests, exhibition checklists and loan agreements, installation and conservation requests, photography, and the unpacking of small works of art.

• Work closely with the Department Chairs on the oversight of the departmental budgets and maintaining the budgets throughout the year (revenue and expense); tasks include submitting fiscal year budgets, quarterly forecasts, transfers, requests for payments, reconciliations, and general record keeping.

• Work closely with the Department Chairs on Human Resources paperwork; tasks include submitting staffing requisitions, submitting weekly attendance reports, managing volunteer and intern paperwork (badge requests, IT requests), and knowledge of museum practices.

• Work with Department Chair on planning and running the departments’ annual Curators Circles (including drafting event invitations, writing newsletters, organizing catering, tracking RSVPs, and coordinating logistics for off-site trips and collection visits).

• Arrange meetings with Curators Circles, advisors, patrons, colleagues, and external contacts, providing general communications and requests for Facilities, Media Services, Restaurant Associates, and other set-ups.

• May handle first contact with the general public, dealers, collectors, and donors regarding works of art in the collection and proposed donations and purchases.


• At least two years of experience, preferably in a complex arts organization/museum or other related office environment

• Detail-oriented, organized, and poised with strong verbal and written communication skills

• Must be energetic and able to work in a fast-paced environment without compromising high standards

• Independent and self-directed, with the ability to execute projects from start to finish; strong follow-through skills

• Strong computer skills, including Microsoft Office programs

• Understanding of museum databases (TMS preferred)

• Must be able to handle confidential information with care and discretion

• Comfort moving, unpacking, and measuring works of art on paper (including but not limited to prints, drawings, watercolors, photographs, and illustrated books) with training from curators and conservators

• Interest in connecting people and art

For consideration, please submit your cover letter and résumé to: You may also submit your materials via postal mail to: Human Resources Department, Museum of Fine Arts, Boston, 465 Huntington Avenue, Boston, MA 02115.


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