Curatorial Office Coordinator

3 weeks ago

Cape Town, South Africa Zeitz Museum of Contemporary Art Africa Full time

**Introduction**
Zeitz Museum of Contemporary Art Africa (Zeitz MOCAA) is a public not-for-profit institution that exhibits, collects, preserves, and researches contemporary art from Africa and its diaspora; conceives and hosts international exhibitions; develops supporting educational, discursive, and enrichment programmes; encourages intercultural understanding; and strives for access for all.

The museum’s galleries feature rotating, temporary exhibitions with dedicated spaces for the permanent collection. The institution also includes the Centre for Art Education (CFAE), and the Atelier, a project space for emerging Cape Town-based artists.

**Our Mission**
At Zeitz MOCAA, we are committed to promoting artistic innovation, cultural exchange, and social dialogue. Through our exhibitions, programs, and initiatives, we aim to inspire creativity, foster critical thinking, and contribute to the cultural landscape of Africa and the world.

**Job Summary**
This role reports to the Senior Curator. The main purpose of this role is to provide advanced administrative and coordination support to the Curatorial Department. The role is responsible for curatorial schedule management, office management, information preparation, company records management, data analysis, fellowship coordination and external partner liaising.

**Key Responsibilities**:
**Curatorial Office Administration**
- Manage the office by ensuring the curatorial office is organised and presentable.
- Maintain and improve current filing and contact database systems.
- Provide administrative and logístical support to the Curatorial team.
- Act as a liaison between the Senior Curator, Managing Editor, and other departments.
- Manage curatorial scheduling, ensuring alignment with deadlines and meetings.
- Populate the payment schedule and follow up with Finance.
- Archive curatorial files, maintain SharePoint folders, and ensure proper project documentation.- Project archive checklist - when an exhibition / project is completed ensure everything is filed in way that future employees can access information- Installation images
- Individual work images
- Credits
- Checklist
- Audio files
- Booklet files
- Guestlist
- Budget etc.
- Oversee master calendar for programming, exhibitions, publishing, and meetings including:
- Programming
- Exhibitions
- Publishing
- Interdepartmental meetings
- Coordinate travel, logistics, and artist site visits.
- Support visitor reception, scheduling, and group events.
- Assist with curatorial events, openings, RSVPs, and invitations.

**Supporting the Curatorial Team: Travel, Accommodation**
- Manage the administration of the Curatorial Research travel budget
- Obtain quotations for flights and accommodation as per the organisation procurement guidelines
- Book flights and accommodation
- Prepare subsistence and travel allowance currency
- Assist with travel documents for curators where necessary

**Fellowship Coordination**

**1. Museum Fellowship intake and recruitment process**
- Content signs off from various internal and external stakeholders
- Arranging travel logistics for recruitment drive in compliance with museum, university, and sponsor policies.
- Arranging schedule of events for recruitment drive
- Assistance with getting all collateral ready in time for recruitment drive
- Research on potential partners or collaborators from the African continent

**2. Commencement Preparation**
- Plan and organise the orientation program, including scheduling events, transport, and meetings.
- Coordinate relevant IT setup and access cards with museum departments.
- Work with UWC on administrative letters for visa support.
- Arrange accommodation and rental agreements for fellows.
- Prepare welcome packs for incoming fellows.
- Coordinate airport transfer

**3**. **Day to Day Duties**
- Provide administrative supervision and support to fellows.
- Manage fellowship administration, including agreements, HR, and reporting.
- Create schedules and rosters, aligning with the UWC calendar.
- Coordinate professional development activities in consultation with supervisors.
- Assist with assessments, evaluations, and grading data.
- Update rotation, vacation, and leave schedules with supervisors.
- Support basic budget administration.
- Draft documents and correspondence for presentations, grants, and reports.
- Assist with curatorial research and facilitate exhibition tours.
- Liaise with fellowship alumni and coordinate newsletters.
- Organise fellowship meetings, including with supervisors, UWC, and leadership

**4. Programme Completion**
- Give logístical guidance for the fellows end of programme project
- Coordinate farewell function
- Coordinate programme feedback and evaluations
- Arranging accommodation inspection with outgoing fellows and the landlords.
- Maintain a regular supply of office consumables through conducting regular stock takes
- Ensure sufficient groceries on hand for the office as well as catering needs for var

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