Gallery Coordinator Jobs
Gallery Coordinator jobs are open across museums, commercial galleries, auction houses, and arts nonprofits, from entry-level to senior coordinator roles, with specializations in exhibition logistics, collections management, and artist relations. See the openings below and apply to the ones that match your experience.
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Description
Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!
Overview
The Program Coordinator (PC) supports the activities of the Advancement Department at the Yale University Art Gallery. The Assistant reports to the Director of Advancement and External Affairs and provides a wide range of comprehensive support, including data management and standardized reporting, project support, writing, prospect management, scheduling and travel support, other administrative tasks, and related responsibilities. The Program Coordinator offers additional support to the Senior Executive Assistant to the Director.
This role involves routine interaction across the Yale University Art Gallery and with other collecting units’ development teams, along with colleagues in Yale’s Office of Development. They will serve as a resource to YUAG Advancement colleagues and collaborate on projects related to enhancing fundraising and stewardship for the Gallery.
The PC produces reports using Yale’s Blackbaud CRM database (Hopper) and Microsoft Excel; drafts internal and external communications, conforming to the style and voice of the sender; supports donor-facing work through processing of new gifts, drafting proposals, and stewardship reports; conducts research on individuals, corporations, foundations and institutions using office files, donor databases and internet search engines and resources; and researches the history, status, and accuracy of recorded gift commitments and gift acknowledgments as needed.
The Program Coordinator is an important member of the Yale University Art Gallery’s Advancement team and contributes to the overall success of multiple fundraising initiatives throughout the Gallery. This position is an ideal opportunity for a flexible, independent, collaborative, and solutions-oriented individual who enjoys a fast-paced working environment. This position offers many opportunities to gain arts management skills at one of the preeminent museums in the world.
Occasional weekend hours required.
A writing sample is required with your application to be considered. Please upload a PDF writing sample as an attachment.
Essential Duties
- Designs and produces reports based on data extracted from primary databases to support fund raising programs;
- Performs constituent data entry and filing. This requires detailed firsthand knowledge of board members and high-level donor information, including financial information. Independent judgment is needed due to the confidential and sensitive nature of this information. Circulates development materials to ensure full knowledge of donor activities by all assigned Gallery and Yale staff; sends group mail/email;
- Inputs, tracks, reports, manages, and analyzes activity related to prospects using the Hopper/Blackbaud CRM database requiring use of Excel formulas, pivot tables, charts and graphs;
- Drafts a variety of written materials, including detailed individual prospect briefings, proposals in support of specific Gallery initiatives and internal and external correspondence;
- Coordinates research on individual donors and the history and status of gift commitments as needed by gift officers and other University officials;
- Ensures the accuracy of gift acknowledgments and all information communicated to donors and prospects;
- Assists in the coordination of special events, including dedications, donor recognition events and celebration of special initiatives to ensure timely and successful completion of the proceedings;
- Coordinates gift acknowledgements to ensure that donors receive ongoing communication regarding the impact of their gifts to Yale along with other stewardship support as requested;
- Serves as key point of contact for the Department of Advancement and as a resource to other units for dissemination of important information;
- Processing gift and gift-in-kind donations;
- Processes Advancement expense reports;
- Trains and coordinates student workers;
- Occasionally assists Visitor Services on processing of memberships, and responds to membership emails and inquiries as needed;
- Responds to phone calls, e-mail and mail from alumni and donors, providing initial response and follow-up to inquiries and issues as needed;
- Serves as secondary liaison to the Gallery Alumni, and assists with group management and newsletters;
- Manage the department calendar and coordination of the Director of External Affairs’ calendar for securing donor and prospect meetings;
- Supports Advancement team in a range of additional activities related to the Gallery’s development effort, as needed.
Required Skills & Abilities
1. Strong communication skills, with special emphasis on advanced writing capabilities and the ability to represent information in a graphical format. A writing sample is required with your initial application to be considered.
2. Ability to manage multiple projects in a fast-paced environment successfully with attention to detail and modeling a high level of integrity. Ability to maintain strict confidentiality. Comfortable with managing a high volume of information and organizing it in a professional and intelligent manner.
3. Possesses technological skills necessary to perform data entry and create various reports and spreadsheets. Proven ability in using Microsoft Office software such as Excel, Word, PowerPoint, Outlook and more. Demonstrated understanding of internet browsers, artificial intelligence platforms and operating systems to carry out various tasks. Comfortable learning new technologies.
4. Demonstrated ability to plan their time and tasks strategically by prioritizing assignments in order of importance and based on the deadline given. Maintains an organized approach to all their work.
5. Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).
Preferred Skills and Abilities
1. Experience in a university setting working with sensitive and confidential information.
2. Familiarity with Yale University.
3. Fine arts or art historical background helpful.
Principal Responsibilities
1. Oversees and coordinates program activities. Establishes, selects, implements, and coordinates administrative functions, procedures, and systems. 2. Based on knowledge of and experience with program activities, objectives and staff, serves as principal source of information on policies, procedures, programs and office activities. Establishes and maintains professional relationships with internal and external contacts. 3. Processes and monitors expenses and ensures adherence to budgetary guidelines. Prepares budget drafts based on existing budgets. May oversee, coordinate and/or complete applications and materials needed for grant submission. 4. Composes substantive correspondence and written material. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes, produces and distributes reports or portions of reports. May create simple databases. 5. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 6. Oversees, instructs, and coordinates activities of support staff. 7. Ensure compliance with University, Federal, and State guidelines, rules, and regulations. 8. May perform other duties as assigned. Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.Job Posting Date
11/12/2026Job Category
Administrative SupportBargaining Unit
L34Compensation Grade
Labor Grade DCompensation Grade Profile
Hourly Range
$31.83Benefits
A general description of the benefits to be offered with this Clerical and Technical position is available at:Yale Benefits
Time Type
Full timeDuration Type
StaffWork Model
On-siteBackground Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
Health Requirements
Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
Posting Disclaimer
The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus.
Description
Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!
Overview
The Program Coordinator (PC) supports the activities of the Advancement Department at the Yale University Art Gallery. The Assistant reports to the Director of Advancement and External Affairs and provides a wide range of comprehensive support, including data management and standardized reporting, project support, writing, prospect management, scheduling and travel support, other administrative tasks, and related responsibilities. The Program Coordinator offers additional support to the Senior Executive Assistant to the Director.
This role involves routine interaction across the Yale University Art Gallery and with other collecting units’ development teams, along with colleagues in Yale’s Office of Development. They will serve as a resource to YUAG Advancement colleagues and collaborate on projects related to enhancing fundraising and stewardship for the Gallery.
The PC produces reports using Yale’s Blackbaud CRM database (Hopper) and Microsoft Excel; drafts internal and external communications, conforming to the style and voice of the sender; supports donor-facing work through processing of new gifts, drafting proposals, and stewardship reports; conducts research on individuals, corporations, foundations and institutions using office files, donor databases and internet search engines and resources; and researches the history, status, and accuracy of recorded gift commitments and gift acknowledgments as needed.
The Program Coordinator is an important member of the Yale University Art Gallery’s Advancement team and contributes to the overall success of multiple fundraising initiatives throughout the Gallery. This position is an ideal opportunity for a flexible, independent, collaborative, and solutions-oriented individual who enjoys a fast-paced working environment. This position offers many opportunities to gain arts management skills at one of the preeminent museums in the world.
Occasional weekend hours required.
A writing sample is required with your application to be considered. Please upload a PDF writing sample as an attachment.
Essential Duties
- Designs and produces reports based on data extracted from primary databases to support fund raising programs;
- Performs constituent data entry and filing. This requires detailed firsthand knowledge of board members and high-level donor information, including financial information. Independent judgment is needed due to the confidential and sensitive nature of this information. Circulates development materials to ensure full knowledge of donor activities by all assigned Gallery and Yale staff; sends group mail/email;
- Inputs, tracks, reports, manages, and analyzes activity related to prospects using the Hopper/Blackbaud CRM database requiring use of Excel formulas, pivot tables, charts and graphs;
- Drafts a variety of written materials, including detailed individual prospect briefings, proposals in support of specific Gallery initiatives and internal and external correspondence;
- Coordinates research on individual donors and the history and status of gift commitments as needed by gift officers and other University officials;
- Ensures the accuracy of gift acknowledgments and all information communicated to donors and prospects;
- Assists in the coordination of special events, including dedications, donor recognition events and celebration of special initiatives to ensure timely and successful completion of the proceedings;
- Coordinates gift acknowledgements to ensure that donors receive ongoing communication regarding the impact of their gifts to Yale along with other stewardship support as requested;
- Serves as key point of contact for the Department of Advancement and as a resource to other units for dissemination of important information;
- Processing gift and gift-in-kind donations;
- Processes Advancement expense reports;
- Trains and coordinates student workers;
- Occasionally assists Visitor Services on processing of memberships, and responds to membership emails and inquiries as needed;
- Responds to phone calls, e-mail and mail from alumni and donors, providing initial response and follow-up to inquiries and issues as needed;
- Serves as secondary liaison to the Gallery Alumni, and assists with group management and newsletters;
- Manage the department calendar and coordination of the Director of External Affairs’ calendar for securing donor and prospect meetings;
- Supports Advancement team in a range of additional activities related to the Gallery’s development effort, as needed.
Required Skills & Abilities
1. Strong communication skills, with special emphasis on advanced writing capabilities and the ability to represent information in a graphical format. A writing sample is required with your initial application to be considered.
2. Ability to manage multiple projects in a fast-paced environment successfully with attention to detail and modeling a high level of integrity. Ability to maintain strict confidentiality. Comfortable with managing a high volume of information and organizing it in a professional and intelligent manner.
3. Possesses technological skills necessary to perform data entry and create various reports and spreadsheets. Proven ability in using Microsoft Office software such as Excel, Word, PowerPoint, Outlook and more. Demonstrated understanding of internet browsers, artificial intelligence platforms and operating systems to carry out various tasks. Comfortable learning new technologies.
4. Demonstrated ability to plan their time and tasks strategically by prioritizing assignments in order of importance and based on the deadline given. Maintains an organized approach to all their work.
5. Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).
Preferred Skills and Abilities
1. Experience in a university setting working with sensitive and confidential information.
2. Familiarity with Yale University.
3. Fine arts or art historical background helpful.
Principal Responsibilities
1. Oversees and coordinates program activities. Establishes, selects, implements, and coordinates administrative functions, procedures, and systems. 2. Based on knowledge of and experience with program activities, objectives and staff, serves as principal source of information on policies, procedures, programs and office activities. Establishes and maintains professional relationships with internal and external contacts. 3. Processes and monitors expenses and ensures adherence to budgetary guidelines. Prepares budget drafts based on existing budgets. May oversee, coordinate and/or complete applications and materials needed for grant submission. 4. Composes substantive correspondence and written material. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes, produces and distributes reports or portions of reports. May create simple databases. 5. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 6. Oversees, instructs, and coordinates activities of support staff. 7. Ensure compliance with University, Federal, and State guidelines, rules, and regulations. 8. May perform other duties as assigned. Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.Job Posting Date
11/12/2026Job Category
Administrative SupportBargaining Unit
L34Compensation Grade
Labor Grade DCompensation Grade Profile
Hourly Range
$31.83Benefits
A general description of the benefits to be offered with this Clerical and Technical position is available at:Yale Benefits
Time Type
Full timeDuration Type
StaffWork Model
On-siteBackground Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
Health Requirements
Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
Posting Disclaimer
The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus.
Gallery Coordinator Jobs by Experience Level
See All 9 Gallery Coordinator Jobs
Find roles that match your experience and apply in just a few clicks.
Find Gallery Coordinator JobsGallery Coordinator Job Market
Who's Hiring
What Employers Look For
The qualifications that appear most often in gallery coordinator jobs.
- Bachelor's degree in art history, fine arts, or arts administration
- Experience coordinating gallery exhibitions or museum programming
- Proficiency with collections management software such as Artworks or The Museum System
- Strong written communication skills for drafting wall text, press releases, and artist correspondence
- Ability to handle art objects safely and oversee installation and deinstallation
- Familiarity with condition reporting, shipping logistics, and loan agreement documentation
Tips for Your Gallery Coordinator Job Search
Tailor your resume to exhibition cycles
Gallery coordinators are hired around opening schedules, so highlight specific exhibitions you supported, the scale of each show, and the number of artists or lenders involved. Generic arts administration bullets won't stand out the way project-specific detail does.
Build a portfolio of installation documentation
Many hiring managers ask to see how you've documented past shows. Compile annotated floor plans, condition reports, and installation photos you have permission to share. A concise PDF or private link gives interviewers concrete evidence of your process.
Apply early to roles that fit
Migrate Mate lists gallery coordinator openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Target postings by institution type
The day-to-day work differs sharply between a commercial gallery, a museum, and an arts nonprofit. Filter your search by institution type and read the full job description carefully. Applying to roles that match your background cuts wasted effort and signals genuine fit.
Prepare for a practical exercise in interviews
Many gallery coordinator interviews include a scenario exercise: you're handed a mock floor plan or a shipping problem and asked to walk through your solution. Practice talking through exhibition logistics out loud before your interview so your reasoning is clear and structured.
Negotiate start date around exhibition calendars
Gallery hiring often accelerates weeks before an opening or a new season. If you're negotiating a start date, acknowledge the institution's exhibition schedule and show you understand why timing matters. That awareness alone distinguishes you from candidates who treat start dates as purely personal decisions.
Gallery Coordinator Jobs: Frequently Asked Questions
Which companies are hiring the most gallery coordinators?
The companies hiring the most gallery coordinators right now include Hilton Grand Vacations, Redwood Jewelry, and Yale University, with the largest share of openings in South Carolina, Arizona, and Nevada, based on current listings on Migrate Mate as of November 2026. Museum systems and multi-venue gallery groups tend to post the highest volume of coordinator roles at any given time.
How many gallery coordinator jobs are remote?
About 0% of gallery coordinator openings are fully remote or hybrid as of November 2026, reflecting the hands-on nature of most coordinator responsibilities. Administrative sub-functions such as grant writing, donor communications, and digital collections cataloging are the areas most likely to allow remote or hybrid schedules.
How do you become a gallery coordinator?
Start with a degree in art history, fine arts, or arts administration, then build hands-on experience through internships at galleries, museums, or arts nonprofits. Develop fluency in collections management software and practice writing exhibition copy. Volunteer to assist with installation and deinstallation so you can speak to those skills directly in applications and interviews.
Can you get a gallery coordinator job with little experience?
Yes, entry-level gallery coordinator roles do exist, particularly at smaller commercial galleries and arts nonprofits. Emphasize any coursework involving curatorial studies, documented volunteer work at arts events, and any administrative experience that shows organizational ability. A strong writing sample and evidence that you've handled or cataloged objects, even in an academic setting, can offset a shorter work history.
What does the gallery coordinator interview process look like?
Most gallery coordinator interviews begin with a phone or video screen focused on your exhibition background and administrative skills, followed by an in-person or second-round interview with a curator or director. Many institutions include a practical component, such as reviewing a floor plan, drafting a short press statement, or walking through how you would manage an incoming loan. References from past supervisors in arts settings are almost always required before an offer is extended.
Where can I find and apply to gallery coordinator jobs?
You can find and apply to gallery coordinator jobs on Migrate Mate, which lists current openings from across the United States. Search for roles that fit your experience level and institution preference, then apply directly to each listing that matches your background.
See All 9 Gallery Coordinator Jobs
Find roles that match your experience and apply in just a few clicks.
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