Senior Production Coordinator - Art Institute of Chicago

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.

• Generous paid time off
• Paid holidays (up to 14 days)
• Medical, dental, and vision insurance
• Generous parental, caregiver, and medical leave benefits
• Competitive retirement plan
• Tuition remission and Tuition Exchange Program
• Great employee discounts
• Complimentary general admission to participating cultural institutions

Salary Grade 7

Publishing plays a key role in the Art Institute of Chicago's mission by helping readers make meaningful connections with the museum's collections and exhibitions in print, online, and in the galleries. The team strives to reach diverse audiences, transforming scholarly research in different ways for different readers. They also aim to create works of the highest quality: careful in conception, accessible in language, rigorous in scholarship, and engaging in their design and materials.

The Senior Production Coordinator is a key member of the production team, which is responsible for creating museum-quality digital and print publications within a specified timeframe and budget. Works with project directors, editors, photographers, designers, technologists, curators, conservators, color separators, and printers to shepherd projects from initial scoping and scheduling through printing.

• After a project has been scoped and approved by departmental leadership, assumes day-to-day responsibility for production, ensuring that it stays on schedule and on budget.
• Develops schedules for projects produced in-house. Responsible for tracking schedules as projects proceed. Works across the department to keep colleagues apprised of deadlines and revises schedules as needed.
• Under the supervision of the Director of Production, creates specification sheets and purchase orders for projects. Gathers and compares bids from suppliers.
• Aids Production team and Operations Coordinator in tracking project budgets in Excel; pays invoices in a timely fashion. Tracks bidding process and prepares bid comparisons for Accounting Department.
• Prepares color-accurate, print-ready color proofs by comparing proofs to artwork and noting changes to be executed by color separator. Attends press checks to oversee the final stage of the production process.
• Acts as liaison to color separator, tracking receipt and approval of color proofs, collecting and distributing lo-res files to designers, scheduling pickups and deliveries.
• Schedules proofing appointments for viewing artwork both within the museum and with external venues/lenders.
• Acts as liaison between printers, museum warehouse, distributor, and partner venues as necessary to coordinate shipments of books. Works with Operations Coordinator to distribute books throughout the museum upon receipt.
• Maintains organization of servers and works with Editors and Rights and Reproductions Specialist to prepare files for designers and printers.
• Coordinates with Imaging to source images of AIC artworks for publication.
• Organizes distribution of books to museum departments and outside artists, estates, galleries, and other collaborators as necessary.
• Aids in design work on digital projects.
• Helps gather and transmit feedback for designers during the development and galley stages of projects.
• Creates and tracks contracts for external photographers, designers, and other vendors.
• At close of projects, coordinates receipt of all final files from printers and color separators. Maintains archive of past projects. Creates and distributes hi-res PDFs of finished publications for publicity, exhibition use, and marketing.
• Helps review copy for distributor's sales catalogue and other marketing materials for physical description of books, specifications, prices, etc.
• Trains and mentors the Production Coordinator alongside the Director of Production.
• Supports the museum in its commitment to creating a diverse, inclusive, and equitable institution; treats colleagues and visitors fairly and respectfully, recognizing the value that diverse backgrounds and perspectives bring to our organization.

• Remain standing or sitting at a desk or with a computer for the majority of the work day
• Use a computer to edit galleys and images; conduct research; prepare and manage schedules, specs, and budgets; assess image file quality; and compare and proof design layouts using PDFs, Microsoft Word, Microsoft Excel, Photoshop, InDesign, and the Internet
• Assess visual graphic components of digital and print publication designs, including but not limited to: typeface and typesetting, page layout, image layout, header and footer design, etc.
• Communicate with internal colleagues across the museum as well as external partners (artists, authors, curators, designers, freelancers, etc.) via spoken and written forms; exchange ideas, listen and respond to feedback
• Move across the museum and navigate through all museum galleries and departments to assess digital image proofs
• Travel to an off-site location (such as a gallery or a residence) for a photoshoot (which may include assisting photographer(s) with equipment set up) or to assess digital image proofs
• Travel to a printer to conduct a press check during the final printing of a catalogue
• Light work that includes moving objects up to 35 pounds

• BA or BFA in design, photography, new media, art history, or similar field.
• Minimum 3-5 years of experience with digital imaging, print production processes and offset printing preferred.
• Minimum 1-2 years' experience specifically in book production required
• Familiarity with InDesign, Photoshop, Bridge, Word, and Excel required
• Excellent organizational, verbal, writing, and computer skills.
• Three to five years of experience in museum publishing preferred.

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu.