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Assistant/Associate Collections Manager

Department: Collections
Title: Assistant/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:
The Assistant/Associate Collections Manager assists the Head of Collections Management/Registrar with the day to day management, care and preventative conservation of the permanent collection and historic spaces. The Assistant/Associate supports collections care activities including maintenance of collections storage and exhibition spaces, rehousing of collections, object photography, database entry and management, 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 Head of Collections Manager/Registrar
  • Interacts with staff, volunteers, interns, contractors, colleagues from other cultural institutions.

Key Job Elements:

  • Assist the Preparator and Head of Collections Management to rehouse and care for objects in storage.
  • Enter data and assist with the creation of forms, data standards and statements of procedure for the collections database, Rediscovery Proficio.
  • Track objects movements, validate object moves and record movements in Rediscovery.
  • Facilitate requests to view objects from curatorial staff and outside researchers.
  • Maintain and rehouse object files.
  • Process donations including creating deeds of gift and acknowledgement letters, number objects and create condition reports.
  • Supervise object photography, process images and import images into Rediscovery.
  • Monitor gallery and storage environments via electronic data loggers and report irregularities.
  • Assist in the periodic and annual inventory of the collections.
  • Act as courier for domestic and international loans.
  • Supervise outside contractors in storage and exhibition spaces.
  • Assists the Head of Collections Management/Registrar on tasks related to collections information access, acquisitions, objects found in collection, and loans as requested.
  • Work closely and collaboratively with curators, head of collections management/registrar, conservation technicians, preparator, exhibition designer, facilities, horticulture and security staff.
  • Perform other duties as needed.


  •  Master’s degree in Museum Studies required.
  • At least one year related experience within a professional arts or historical organization.
  • Related experience includes object cataloging, object handling, collections digitization, environmental monitoring, familiarity with standard collections forms and procedures, familiarity with standard collections storage procedures, condition reporting and database experience.
  • 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, Power Point). Familiarity with Rediscovery, Piction, or similar collections and image databases is a plus. 
  • 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.

To apply:
We are a progressive, equal opportunity employer and all candidates are encouraged to apply. You can do so by sending a cover letter noting pay requirements along with your resume to:    Please note “Collections Manager” in the subject line.     Failure to include pay expectations may delay consideration of your submission.