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Associate Collections Manager

Department: Collections

Title: Associate Collections Manager

Status: Full Time; Overtime Exempt

Work Schedule: Generally, comprises ten eight hour days in a two-week period.  Some evening hours or weekend days may be required. 

Travel: 0 – 10%

Job Summary: Associate Collections Manager assists the Museum Supervisory Registrar with the day-to-day management, care and preventative conservation of the permanent collection and historic spaces. The Associate supports collections care activities including maintenance of collections storage and exhibition spaces, rehousing of collections, database management and oversight, object photography, developing collections procedures and forms, integrated pest management, environmental monitoring, inventory, and condition reporting. Works as part of a team in Collections Management, as well as, closely with staff from other departments and supervises outside contractors. Acts as courier for domestic and international loans.

Organizational Relationships: Reports to Museum Supervisory Registrar. Interacts with staff, volunteers, interns, contractors, colleagues from other cultural institutions.

Key Job Elements:

  • Administrator for The Museum System (TMS) collections database. Establish standards and statements of procedure for collections database; data entry, clean up from Rediscovery to TMS conversion from 2019
  • Assist Museum Supervisory Registrar and Preparator to rehouse and care for objects in storage.
  • Track objects movements, validate object moves and record movements in TMS.
  • Facilitate requests to view objects from curatorial staff and outside researchers.
  • Assist with facilitating incoming and outgoing loans, including shipping arrangements, paperwork (loan agreements, receipts), oversee packing/unpacking, condition reporting
  • Assist with facilitating acquisitions including creating deeds of gift and acknowledgement letters, numbering objects and create condition reports.
  • Manage pest management – coordinate with outside contractor, monthly walkthrough of Mansion and art storage spaces to track and monitor pest traps
  • Coordinate and supervise object photography working with outside photographer, continue with large-scale digitization effort; work with Digital Asset Manager to have images in the TMS and digital asset databases.
  • Organize and facilitate Mansion artwork rotations, 2- 3 times a year.  This includes planning, staging objects for each space, supervising and assisting with installation, updating locations in TMS post installation.
  •  Monitor gallery and storage environments via electronic data loggers, collection data and report irregularities; schedule and complete yearly calibration maintenance of data loggers.
  • Maintain and rehouse object (paper) files.
  • Assist in the periodic and annual inventory of the collections.
  • Act as courier for domestic and international loans.
  • Supervise outside contractors in storage, Mansion and exhibition spaces.
  • Assists the Museum Supervisory Registrar on tasks related to collections information access, acquisitions, objects found in collection, and loans as requested.
  • Work as part of a team in Collections Management, working closely with Museum Supervisory Registrar, Conservation Technicians, preparator, as well as closely with staff from other departments and outside contractors.
  • Perform other duties as needed.


  • Bachelor’s degree in Art, Art History, Museum Studies, Arts Administration or closely related field from an accredited college or university. Master’s degree preferred.
  • Minimum of three or more years of museum registration / collection experience within a professional arts or historical organization required.
  • Related experience includes TMS database, object cataloging, object handling, collections digitization, environmental monitoring, familiarity with standard collections forms and procedures, familiarity with standard collections storage procedures, condition reporting.
  • Knowledge of art handling techniques and preventive conservation methods
  • Experience with and knowledge of the management of fine and decorative art collections a plus.
  • Computer proficiency and knowledge is critical, including MS Office (Word, Excel, PowerPoint). Knowledge and experience with TMS is highly preferred. 
  • Effective and professional telephone and e-mail skills for business communications and coordination.
  • Excellent interpersonal skills such as the ability to: collegially group problem solve, communicate and work with grace under pressure, adapt to various work styles of managers, and exercise discretion.
  • Ability to problem solve and work independently as well as part of a team.
  • Conscientious, self-motivated, resourceful, flexible and punctual. Ability to communicate effectively, remain organized and carry out instructions precisely under pressure.
  • Strong computer skills including familiarity with museum database programs.
  • Ability to travel as needed.

Work Environment and Physical Conditions:

  • The physical requirements and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job or may be encountered while performing the essential functions of this job.
  • The employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about their work area, between buildings and the campus grounds, handle various types of media and equipment, and visually or otherwise identify, observe and assess.   The employee is occasionally required to lift up to 15 pounds.  
  • Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent Hillwood may do so without undue hardship.  The term “qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.   


The preceding job description indicates the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time not does it proscribe or restrict the tasks that may be assigned.  This job description is subject to change at any time.


Applicants can send a resume and cover letter to