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Newfields a Place for Nature & The Arts · 3 weeks ago

Design, Interpretation, Media, and Publishing Project Coordinator

Indianapolis, IN

Full-time

Onsite

New Grad, Entry Level

$47K/yr - $47K/yr

Newfields, a Place for Nature & The Arts, is seeking a Design, Interpretation, Media, and Publishing Project Coordinator. This role involves managing budgets, project schedules, and cross-departmental communication to ensure successful execution of design and media projects.

E-CommerceMuseums and Historical Sites

Responsibilities

Track and monitor budgets for exhibition graphics and support operational budgeting for department

Create requisitions, receive purchase orders, and process and track invoices in alignment with approved project budgets and timelines

Manage departmental contracts and provide administrative support for financial documentation and procurement processes

Represent the Design and Media teams in project production schedule meetings and understand interdependencies across exhibition design, graphics, and media timelines

Review rotation proposals and associated timelines to stay aligned with upcoming scheduling needs

Track project milestones, dependencies, and risks, escalating issues as needed to maintain timelines

Create and maintain integrated projects schedules across graphics, media, and proofing schedules

Support exhibition development by managing content and design production schedules in project management software

Communicate proactively with other departments on graphics- and media-related needs, including reporting on schedules and deliverables in project meetings

Document decisions, action items, and approvals to ensure accountability and follow-through

Manage maintenance and scheduling of select design and interpretation focused gallery elements, including label production process and installation/interpretive tool upkeep

In collaboration with the Director of Content and Interpretive Engagement and team managers, coordinate the routing and tracking of content and design materials throughout the review and approval process, ensuring all materials reach the Director of the Museum on schedule and that feedback is returned to project teams in a timely and organized manner

Coordinate staff project assignments in collaboration with department managers

Review concurrent project schedules to identify timeline conflicts or capacity limitations and work with stakeholders to adjust timelines or develop solutions

Maintain a calendar or database of staff project lists and assignments

Serve as the departmental lead for Newfields’ digital asset management (Piction) system and lead the cross-departmental Piction working group

In collaboration with the Director of Content and Interpretive Engagement, provide strategic direction, facilitate collaboration, and guide shared decision-making across teams

Document, and maintain DAM governance, workflows, and best practices to ensure alignment with institutional goals and long-term asset stewardship

Act as the primary escalation point for DAM-related issues, guiding resolution and coordinating with internal stakeholders or system administrators as needed

Serve as the Media team representative on assigned exhibition projects

Collaborate with Media and Design teams to prepare photography for exhibitions and publications

Assess existing workflows and collaborate with team members to improve processes that ensure staff receive necessary information and resources for successful project execution

Develop and document standardized project workflows, templates, and best practices to improve efficiency and consistency