Salary Range: $85,000-$90,000
About the Milken Institute
The Milken Institute is a globally minded, publicly supported, non-partisan, and nonprofit think tank headquartered in Santa Monica, with offices in Washington, DC, New York, London, Abu Dhabi, and Singapore. For the past three decades, the Milken Institute has served as a catalyst for practical, scalable solutions to global challenges by connecting human, financial, and educational resources to those who need them. Guided by a conviction that the best ideas, under-resourced, cannot succeed, we conduct research and analysis and convene top experts, innovators, and influencers from different backgrounds and competing viewpoints. We leverage this expertise and insight to construct programs and policy initiatives. These activities are designed to help people build meaningful lives, in which they can experience health and well-being, pursue effective education and gainful employment, and access the resources required to create ever-expanding opportunities for themselves and their broader communities.
The Milken Center for Advancing the American Dream (MCAAD) at the Milken Institute is looking Institute is looking for a highly organized seasoned professional with a strong background in project management to join our exhibits team as an Exhibition Project Manager.
The Milken Institute is a non-partisan and nonprofit think tank renowned for convening people with talent and resources to address global challenges. Guided by a conviction that the best ideas, under-resourced, cannot succeed, the Institute conducts research and analysis and convene top experts, innovators, and influencers from different backgrounds and competing viewpoints.
The Center for Advancing the American Dream (MCAAD), the most recent center within the Institute, is catalyzing this work by building a new type of cultural center in the heart of Washington, DC. MCAAD celebrates the ideal of the American Dream and explores the ongoing challenges people face in pursuing opportunity, through exhibitions, programs and educational programs. To accomplish this, we focus on four pillars of the American Dream: education, good health, economic freedom, and an entrepreneurial mindset. MCAAD’s physical home, with a planned opening in early 2025, is a remarkable renovation of several 120-year-old historic bank buildings, including Riggs Bank, known as the “Bank of Presidents.” The Center’s main halls are in the National Register of Historic Places, and our stewardship of the property—along with adjacent buildings on 15th St NW—will showcase and honor the history of these buildings while adapting them for use as a modern cultural center with immersive exhibit galleries. There will also be a state-of-the-art theater, events and lecture spaces, a holodeck, shop, and an atrium with café. The six-building complex featuring nearly 300,000 square feet of space will also include a conference center, recording and broadcast studios, and the Washington, D.C., headquarters of five centers of the headquarters of five centers of the Milken Institute.
We are seeking a highly organized and seasoned professional to join our project management team as Associate Director, Exhibit Project Manager. Working closely with the Director of Exhibit Project Management, this position will lead the overall coordination and tracking of exhibition project scheduling to ensure alignment across all vendors, departments and projects and monitor tasks through completion. The ideal candidate will have 7-10 years of experience in a related field, with a strong background in project management or coordination within the museum or cultural sector. In addition to the primary responsibilities of schedule management, meeting management, budget and invoice management, and site coordination, the candidate will also be responsible for managing special projects. These projects may include focused project management for specific exhibit projects, MCAAD representation at conference forums, asset tracking, and data entry and management. The successful candidate will possess the ability to read architectural drawings, a deep understanding of base building infrastructure, and proficiency in project management software applications.
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Schedule Management, Coordination and Tracking:
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Lead the management and coordination of the overall exhibition project schedule; to include cross-departmental and cross-team coordination Adjusts schedules as project progresses.
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Integrate schedule dependencies from multiple workstreams and external partners into a master schedule to ensure successful mobilization and installation plans.
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Develop and maintain individual project schedules, in coordination with exhibition team, ensuring timely completion of milestones. Incorporate individual schedules into the larger exhibition project schedule with accuracy and attention to detail.
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Track project progress and identify potential delays, implementing proactive measures to stay on schedule. Acts independently to identify potential conflicts or issues. Uses best judgment to resolve or elevate conflicts and issues as they arise.
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Communication Management:
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Set meeting agendas in collaboration with project stakeholders. For projects directly managed and for conversations on schedule, lead meetings and facilitates conversations.
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Support coordination in scheduling requested meetings with respective team members.
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Distribute comprehensive meeting minutes to all relevant parties.
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Provide regular project updates, status reports, and progress summaries to keep stakeholders informed.
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Liaise with project stakeholders on an ongoing basis. Manages subcontractors and tracks production of internal and external contracting crews.
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Supports the management and recording of technical discussions to facilitate appropriate technical decisions, resolve project issues and propose solutions to help meet deadlines.
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Budget and Invoice Management:
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Reviews contractor invoicing and ensures alignment with project progress and contract terms and conditions. Maintain detailed budget logs, tracking expenses and ensuring adherence to financial parameters.
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Collaborate with the Director of Exhibit Project Management to process and manage project-related invoices and track all committed costs as well as expenditures.
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Tracks all change order causes and costs in the appropriate project/budget designation.
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Site Coordination and Supervision:
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Coordinate logistics for exhibit sites, including but not limited to transportation, installation, and deinstallation.
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Coordinate with Director of Exhibits and with relevant teams to schedule and implement corrective actions and improvements during all punch and punch remediation periods.
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Management of Special Projects:
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Act as lead project manager for individual exhibit projects as assigned. Coordinate with relevant team members and stakeholders to develop creative briefs, scopes of work, project timelines and budgets; manage contractors; coordinate internal reviews; coordinate project into overall exhibition schedule and budget; and oversee project completion.
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Lead Graphic Project Management and content coordination for all script deliverables to design teams and content team review periods. Track all issuances and approvals in appropriate matrices.
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Perform data entry and management tasks related to special projects.
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Represent MCAAD at conference forums as needed.
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Establish and lead scopes of work related to visitor and building wayfinding.
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Teaming:
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Assists with conducting tours.
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Assists with planning and implementation of exhibit staff training.
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Coordinates regularly with Content Development team to support the timely delivery of stakeholder reviews, design reviews, graphic proofs reviews.
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7-10 years of experience in project management or coordination within the museum or cultural sector.
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Bachelor's degree in Project Management, Museum Studies, Architecture, or a related field.
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Demonstrated ability to successfully develop, manage, and complete sizeable exhibit related projects through completion.
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Strong experience managing and tracking complex project schedules including multiple vendors and departments.
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Ability to read and interpret architectural drawings.
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Knowledge of base building infrastructure.
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Proficiency in project management software applications. Experience with AirTable and MS Project are a plus.
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Ability to see the big picture and simultaneously monitor how discrete project tasks or elements integrate with and impact the project as a whole.
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Excellent organizational and time-management skills.
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Strong attention to detail and problem-solving abilities.
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Effective communication and interpersonal skills.
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Ability to work collaboratively in a team-oriented environment.
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Familiarity with industry best practices and emerging trends.
If you are a motivated individual with 7-10 years of experience and a passion for project management in the cultural sector, we invite you to apply for this exciting opportunity. Join us in creating impactful exhibits that captivate and inspire audiences.
Working Conditions & Travel Requirements
This position will work in a professional office environment. This person will also be required to travel occasionally to other offices and/or venues to assist with events as needed, requiring occasional work outside of traditional hours. Additionally, this position requires interacting virtually on a regular basis with Milken Institute staff based in other locations in the United States and around the world.
Note
We are interested in qualified candidates who are eligible to work in the United States. Please note, we are not sponsoring visas at this time, being authorized to work in the U.S. is a precondition of employment.
This position will work a hybrid schedule consisting of three (3) days per week reporting in-person to your respective office location (Tuesday – Thursday), with the remaining two (2) days working remotely. Please understand, this schedule is subject to change in the Institute’s sole discretion.
The statements herein are intended to describe the overall nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.
Please submit resume and cover letter illustrating how your experience and skills will contribute to the department and any unique qualities you bring to the position. If applying via Indeed, please upload your resume and any supporting documentation as one attachment. Any application that does not include both a resume and cover letter will be rejected. If you are unable to complete this application due to a disability, contact our Human Resources department to ask for an accommodation or an alternative application process.
Our Culture
The Milken Institute is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability or status as a veteran.
Every person at the Milken Institute is treated with respect, supported with resources and training, and exposed to a broad range of experiences. We foster a space for growth with opportunities to share knowledge and passion with both clients and colleagues. We are committed to building a diverse workforce and creating an inclusive environment where everyone can thrive. Our leadership is actively involved in our commitment to diversity and inclusion, and fostering a culture that creates opportunities for everyone.
Benefits
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Health Care Plan (Medical, Dental & Vision)
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Retirement Plan - 403b (5%)
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Life Insurance (Basic, Voluntary & AD&D)
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Paid Time Off (Vacation, Sick & Public Holidays)
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Family Leave (Maternity & Paternity)
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Short-Term & Long-Term Disability
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Flexible Spending Account (FSAs)
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Training & Development:
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LinkedIn Learning –over 10,000 classes offered, self-guided.
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Mentor Program
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Wellness Resources:
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Employee Assistance Program
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CALM app membership