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Exhibitions Coordinator, Reference and Public Services 


The Exhibitions Coordinator will be responsible for coordinating and processing new exhibition and loan requests in accordance with the Margaret Herrick Library’s exhibition and loan procedures. You will handle all outgoing loans from the Library to other institutions and oversee all long-term loans. Additionally, you will provide support to the Reference and Public Services department, including a variety of administrative tasks which will aid in the general workflow of the department.


This is a part-time position reporting to the Head of Reference and Public Services, and collaborates closely with Collection Managers, Conservators, Museum staff, and the Digital Imaging team.



  • Organize all aspects of incoming loan requests, including packing and shipping arrangements, invoices, photography, condition reporting, data entry and object files.
  • Following AAM standards, generate and coordinate all related paperwork for outgoing loans, including loan forms, insurance certificates, packing, pro forma invoices, condition reports and shipping arrangements.
  • Work with borrowers on outgoing loans for the collections committee and loan request meetings.
  • Manage the annual renewal of all long-term loans in and out of the institution including insurance documentation, generating loan forms and off-site visitations of long-term loans out.
  • Coordinate with the Digital Imaging Manager for photography of the collection.
  • Coordinate the library’s Thursday shuttle between the Academy buildings in Los Angeles.
  • As needed, assist with handling internal and external requests for information about the collections, show materials to scholars or students, and assist with exhibitions and research.
Position Requirements
  • Bachelor’s degree in a Humanities related field.
  • 1-3 years of experience working in a museum, archive, or library setting, handling archive collections.
  • Familiarity with standard museum registration and collections management policies and procedures.
  • Must be extremely detailed oriented with the ability to work quickly and efficiently in a professional manner.
  • Ability to effectively handle multiple demands, shifting priorities, and rapid change.
  • Strong computer skills including MS Office (Outlook, Work, and Excel). Collections database experience preferred: AdLib, OTMM
  • Ability to sit, walk, stand, climb stairs and ladders, and lift or push objects up to 50 pounds.
  • Availability to work some evenings and weekends.
  • Must have a valid driver’s license in good standing.
Full-Time/Part-Time Part-Time  
Position Exhibitions Coordinator, Reference and Public Services  
Exempt/Non-Exempt Non-Exempt  
Open Date 3/6/2020  
Location Beverly Hills  
About the Organization The Academy is the world's preeminent movie related organization, comprised of 8,000+ accomplished men and women working in cinema. We recognize and uphold excellence in the motion picture arts and sciences, inspire imagination, and connect the world through the medium of motion pictures.

EOE Statement The Academy is committed to equal opportunity in employment and to creating and valuing diversity in its workforce. Maintaining a diverse workforce is important to the Academy. The Academy enforces a strict policy that prohibits discrimination in hiring, training, compensation, promotion, transfer, or termination, whether on the basis of race, color, national origin, religion, sex, disability, age, veteran status, sexual orientation or genetic information. This includes a workplace that is free of all forms of harassment. Also, to help foster diversity, the Academy uses programs that ensure fairness of opportunity, pay, and growth to all applicants and employees. Every employee of the Academy is required to follow this policy and to preserve the Academy’s commitment to diversity.  

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