Senior Coordinator, Exhibitions
New York Public Library, New York, NY, United States
Senior Coordinator, Exhibitions
Application Deadline:
10 May 2026
Department:
Public Programs and Exhibitions
Employment Type:
Full Time
Location:
Stephen A. Schwarzman Building
Reporting To:
Bella Desai
Compensation:
$65,000 - $72,000 / year
Description
Overview
The New York Public Library seeks a full-time Senior Coordinator to provide essential support to the Public Programs & Exhibitions (PPERL) team, with a focus on exhibitions. PPERL is responsible for programming a diverse range of temporary exhibitions and displays across the Library’s research centers, including the permanent exhibition, The Polonsky Exhibition of the New York Public Library's Treasures. The Senior Coordinator will support daily operations of the PPERL Exhibition team. A successful candidate will be creative and resourceful, demonstrate a strong work ethic, and bring reliability, attention to detail, and excellent organizational and communication skills.
For more than 130 years, The New York Public Library has stood among the world's great public research libraries. Its research centers offer unparalleled opportunities for engagement through unique collections, inspiring exhibitions and public programs, and a broad range of research services. The PPERL Exhibitions team is responsible for developing, organizing, and executing all aspects of exhibitions and interpretive displays across NYPL's three research centers: the Stephen A. Schwarzman Building, the Library for the Performing Arts, and the Schomburg Center for Research and Black Culture. Exhibitions draw on the Library’s extraordinary holdings of over 56 million items and serve as a vital platform for connecting the public with Library resources and special collections.
We are looking for someone we can count on to:
Own
Maintenance of key departmental records and files
Assist with coordinating and distributing internal communications regarding exhibition calendars and project schedules including deliverable deadlines and installation timelines, within the PPERL team and to NYPL colleagues.
Teach
New solutions the person in this role may develop or propose for tracking expenses and contracts, deadlines, and other aspects of project/budget management under their purview.
As the department liaison to Purchasing, Procurement and Risk Management, and Accounts Payable, the candidate will teach and advise PPERL departmental colleagues on how to successfully navigate external department procedures and execute tasks related to purchasing and payments.
Learn
Museum and exhibition best practices
Existing processes and procedures for exhibition development and accounting/procurement
Improve
Department organization, including tracking payments, purchases, budgets, and contracts, and maintenance of exhibition archives
Departmental communication, both internally and with key stakeholders and colleagues across departments
Some expectations for this role are that within:
1 month
Meet the Public Programs & Exhibitions (PPERL) team and other NYPL colleagues involved in exhibitions and have an understanding of their roles and responsibilities.
Become familiar with upcoming exhibitions and displays.
Assist with scheduling meetings and administrative tasks.
3 months
Have an understanding of exhibition development and workflows.
Begin coordinating departmental and project schedules and meetings.
Learn PPERL team processes for making purchases and contracts, and assess regular and recurring purchasing needs for exhibitions and other projects.
6 months and beyond
Independently manage expense reports and payments, and confidently execute purchasing needs.
Maintain project budgets and track vendor contracts.
Maintain and own key PPERL departmental documents, such as the exhibition calendar on Lair, exhibition attendance tracking, etc.
Play an important role in circulating information about and providing updates regarding exhibitions to NYPL stakeholders.
Responsibilities
Provides administrative coordination for the PPERL department with a focus on exhibitions
Researches and prepares departmental documents, including attendance reports, patron statistics, checklist spreadsheets, and exhibition presentations
Manages complex departmental calendars and monitors project timelines, proactively sending reminders about deliverable deadlines
Organizes and schedules meetings, trainings, and site visits for the broader PPERL team
Provides high-level administrative support for the Director of Exhibitions and the Vice President of Public Programs and Exhibitions, proactively managing meeting requests across multiple locations, internal and external collaborators, and Library leadership, with a high degree of confidentiality, efficiency, and discernment
Manages and maintains a system for departmental files, including invoices for exhibition materials and services and contracts
Maintains and updates working exhibition files as needed and oversees department and exhibition archives
Maintains Exhibitions budget tracking in Airtable and other platforms, uses NYPL systems and tools such as Google Workspace, Workday, and ServiceNow
Serves as a department liaison to Purchasing, Procurement and Risk Management, Accounts Payable, Facilities and ITG regarding various requisitions
Submits and tracks documentation for vendors, payments, and contracts
Maintains departmental site on LAIR and coordinates monthly newsletter
Takes and distributes notes at departmental/interdepartmental meetings and follows up on action items as required
Manages departmental supplies
Performs other related duties as assigned
Required Education, Experience & Skills
Required Education & Certifications
Bachelor’s degree
Required Experience
2-5 years administrative coordination experience, preferably in an exhibitions or public programs context
Demonstrated experience coordinating complex projects, managing timelines and deliverables, and proactively troubleshooting and problem-solving as needed
Extensive experience quickly and efficiently fielding a continuous, high volume of requests and queries via email, chat, and phone
Familiarity navigating complex, bureaucratic systems for procurement, contracting, vendor management, and accounts payable
Experience coordinating and tracking complex budgets and expenses
Required Skills
Ability to work independently and proactively move projects forward with minimal supervision in a collaborative, fast-paced team environment
Excellent organizational skills with ability to prioritize and manage multiple tasks simultaneously, remaining calm and focused in high-pressure situations
High level of judgment and discretion, especially when handling sensitive materials and data
Excellent interpersonal, oral, and written communication skills, with demonstrated ability to work with a high level of speed and accuracy
Ability to manage complex scheduling for multiple senior leaders and department staff
Ability to work with a variety of online tools and software applications, including Google Suite, Airtable, and Microsoft Office
Managerial/Supervisory Responsibilities
N/A
More…
Core Values
Be Helpful to patrons and colleagues
Be Resourceful in solving problemsBe Curious in all aspects of your work
Be Welcoming and Inclusive
Work Environment
Fully onsite
Office setting
Public library setting
Exhibition galleries (possible during installation)
Some work in special collections areas
Physical Duties
Moderate lifting may be required (up to 25 lbs)
Must be able to work onsite in Manhattan Research Library locations and Queens
Exhibitions Office location to meet program objectives
Pre-Placement Physical Required?
No
Union/Non Union
Non-Union
FLSA Status
Non-Exempt
Schedule
Monday-Friday, 9am-5pm, 35 hours / week, onsite
This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, education level, and other relevant considerations. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Union Salaries are determined by collective bargaining agreement(s).
#J-18808-Ljbffr
Application Deadline:
10 May 2026
Department:
Public Programs and Exhibitions
Employment Type:
Full Time
Location:
Stephen A. Schwarzman Building
Reporting To:
Bella Desai
Compensation:
$65,000 - $72,000 / year
Description
Overview
The New York Public Library seeks a full-time Senior Coordinator to provide essential support to the Public Programs & Exhibitions (PPERL) team, with a focus on exhibitions. PPERL is responsible for programming a diverse range of temporary exhibitions and displays across the Library’s research centers, including the permanent exhibition, The Polonsky Exhibition of the New York Public Library's Treasures. The Senior Coordinator will support daily operations of the PPERL Exhibition team. A successful candidate will be creative and resourceful, demonstrate a strong work ethic, and bring reliability, attention to detail, and excellent organizational and communication skills.
For more than 130 years, The New York Public Library has stood among the world's great public research libraries. Its research centers offer unparalleled opportunities for engagement through unique collections, inspiring exhibitions and public programs, and a broad range of research services. The PPERL Exhibitions team is responsible for developing, organizing, and executing all aspects of exhibitions and interpretive displays across NYPL's three research centers: the Stephen A. Schwarzman Building, the Library for the Performing Arts, and the Schomburg Center for Research and Black Culture. Exhibitions draw on the Library’s extraordinary holdings of over 56 million items and serve as a vital platform for connecting the public with Library resources and special collections.
We are looking for someone we can count on to:
Own
Maintenance of key departmental records and files
Assist with coordinating and distributing internal communications regarding exhibition calendars and project schedules including deliverable deadlines and installation timelines, within the PPERL team and to NYPL colleagues.
Teach
New solutions the person in this role may develop or propose for tracking expenses and contracts, deadlines, and other aspects of project/budget management under their purview.
As the department liaison to Purchasing, Procurement and Risk Management, and Accounts Payable, the candidate will teach and advise PPERL departmental colleagues on how to successfully navigate external department procedures and execute tasks related to purchasing and payments.
Learn
Museum and exhibition best practices
Existing processes and procedures for exhibition development and accounting/procurement
Improve
Department organization, including tracking payments, purchases, budgets, and contracts, and maintenance of exhibition archives
Departmental communication, both internally and with key stakeholders and colleagues across departments
Some expectations for this role are that within:
1 month
Meet the Public Programs & Exhibitions (PPERL) team and other NYPL colleagues involved in exhibitions and have an understanding of their roles and responsibilities.
Become familiar with upcoming exhibitions and displays.
Assist with scheduling meetings and administrative tasks.
3 months
Have an understanding of exhibition development and workflows.
Begin coordinating departmental and project schedules and meetings.
Learn PPERL team processes for making purchases and contracts, and assess regular and recurring purchasing needs for exhibitions and other projects.
6 months and beyond
Independently manage expense reports and payments, and confidently execute purchasing needs.
Maintain project budgets and track vendor contracts.
Maintain and own key PPERL departmental documents, such as the exhibition calendar on Lair, exhibition attendance tracking, etc.
Play an important role in circulating information about and providing updates regarding exhibitions to NYPL stakeholders.
Responsibilities
Provides administrative coordination for the PPERL department with a focus on exhibitions
Researches and prepares departmental documents, including attendance reports, patron statistics, checklist spreadsheets, and exhibition presentations
Manages complex departmental calendars and monitors project timelines, proactively sending reminders about deliverable deadlines
Organizes and schedules meetings, trainings, and site visits for the broader PPERL team
Provides high-level administrative support for the Director of Exhibitions and the Vice President of Public Programs and Exhibitions, proactively managing meeting requests across multiple locations, internal and external collaborators, and Library leadership, with a high degree of confidentiality, efficiency, and discernment
Manages and maintains a system for departmental files, including invoices for exhibition materials and services and contracts
Maintains and updates working exhibition files as needed and oversees department and exhibition archives
Maintains Exhibitions budget tracking in Airtable and other platforms, uses NYPL systems and tools such as Google Workspace, Workday, and ServiceNow
Serves as a department liaison to Purchasing, Procurement and Risk Management, Accounts Payable, Facilities and ITG regarding various requisitions
Submits and tracks documentation for vendors, payments, and contracts
Maintains departmental site on LAIR and coordinates monthly newsletter
Takes and distributes notes at departmental/interdepartmental meetings and follows up on action items as required
Manages departmental supplies
Performs other related duties as assigned
Required Education, Experience & Skills
Required Education & Certifications
Bachelor’s degree
Required Experience
2-5 years administrative coordination experience, preferably in an exhibitions or public programs context
Demonstrated experience coordinating complex projects, managing timelines and deliverables, and proactively troubleshooting and problem-solving as needed
Extensive experience quickly and efficiently fielding a continuous, high volume of requests and queries via email, chat, and phone
Familiarity navigating complex, bureaucratic systems for procurement, contracting, vendor management, and accounts payable
Experience coordinating and tracking complex budgets and expenses
Required Skills
Ability to work independently and proactively move projects forward with minimal supervision in a collaborative, fast-paced team environment
Excellent organizational skills with ability to prioritize and manage multiple tasks simultaneously, remaining calm and focused in high-pressure situations
High level of judgment and discretion, especially when handling sensitive materials and data
Excellent interpersonal, oral, and written communication skills, with demonstrated ability to work with a high level of speed and accuracy
Ability to manage complex scheduling for multiple senior leaders and department staff
Ability to work with a variety of online tools and software applications, including Google Suite, Airtable, and Microsoft Office
Managerial/Supervisory Responsibilities
N/A
More…
Core Values
Be Helpful to patrons and colleagues
Be Resourceful in solving problemsBe Curious in all aspects of your work
Be Welcoming and Inclusive
Work Environment
Fully onsite
Office setting
Public library setting
Exhibition galleries (possible during installation)
Some work in special collections areas
Physical Duties
Moderate lifting may be required (up to 25 lbs)
Must be able to work onsite in Manhattan Research Library locations and Queens
Exhibitions Office location to meet program objectives
Pre-Placement Physical Required?
No
Union/Non Union
Non-Union
FLSA Status
Non-Exempt
Schedule
Monday-Friday, 9am-5pm, 35 hours / week, onsite
This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, education level, and other relevant considerations. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Union Salaries are determined by collective bargaining agreement(s).
#J-18808-Ljbffr