Collections Management Assistant at Colgate University

Job Category  Support Staff

Position Title  Collections Management Assistant

Full Time/Part Time  Full Time

Division  Dean of the Faculty

Department  University Museums

Hiring Wage/Salary Range  22.00-23.50

Determination

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.

Benefits             

Current Benefits

Colgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.

We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:

Health and Wellness:

Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.

Paid Time Off:

Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year’s and 3 floating holidays.

Paid Family Leave:

After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.

Continuing Education and Professional Development:

Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.

Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.

After 7 years of service in an eligible position an employee’s eligible children may be awarded up to half of Colgate’s tuition to attend an accredited college, university or trade school of their choice.

Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.

Department Statement              

Under the direction of the Head of Collections, the Collections Management Assistant provides critical support for the overall safety, preservation, maintenance, and documentation for works in the Longyear Museum of Anthropology (LMA) and Picker Art Gallery (PAG) collections, including works on view, in storage, and on loan, and helps maintain the UM Collections digital and analog image repositories. Additionally he/she/they supports all aspects of incoming/outgoing exhibition loans, acquisitions, and class visits, along with other administrative tasks, as assigned.

The University Museums are at an exciting point in their history. As a key component of Colgate’s ambitious Middle Campus Plan for Arts, Creativity, and Innovation, our team is currently reenvisioning and redefining how academic museums fit into the contemporary liberal arts experience and into the cultural fabric of the regional communities into which the campus is embedded. Our strategic plan prioritizes implementing decolonizing practices across museum operations, creating a more inclusive and accessible program, increasing student and faculty engagement, enhancing collaborations on and off campus, and developing collections that represent a wider range of identities and experiences.

Accountabilities            

Provides key support for collections care and management, including cataloging, condition reporting, rehousing, and numbering of works; pest and environment management; managing physical and digital records; processing acquisitions; coordinating moves and storage projects; performing collections inventories; documentation of conservation treatments; and tracking the movements of works. Assists with student collections-focused projects.

Supports requests for access to collections and their associated records for research, teaching, and exhibitions, including retrieving and transporting objects from on- and off-site storage to classrooms and galleries.

Assists with coordination of and documentation for museum acquisitions and deaccessions. Assists with preparing reports for museum committees and institutional planning.

Assists with coordination of and documentation for museum loan activities, including responsibility for processing necessary forms and reports; condition reporting; coordinating transportation, crating, packing, couriering, and insurance; and ensuring completeness and accuracy of database records. Assists with managing traveling exhibitions. Assists with exhibition installations, as assigned.

Assists with oversight of the museum’s photographic and digital materials, including helping to establish and implement metadata standards, cataloging images, integrating digital assets into the collection management database, coordinating new photography, processing external requests for images, distributing digital assets, securing copyright permissions, and maintaining updated print and digital libraries related to collections.

Participates in developing and implementing collections management policies and processes.

Adheres to DEAI and decolonizing practices across museum operations, especially in exhibitions and collections.

Responsible for other registration tasks as needed to ensure effectiveness of overall registration functions of the museums.

Special projects as assigned.

Technical Competencies

Name   Academic-Art History, Anthropology, Archaeology, Museum Studies

Description      

Demonstrated understanding of nomenclature and terminology employed by art and/or anthropology museums Demonstrated research and writing as it pertains to cataloging, conservation, and other collections management work.

Name   Administrative-Registrarial/Collections Management

Description      

Demonstrated understanding of policies and procedures related to museum registration techniques and practices pertaining to permanent collections and loans; and ability to follow University, AAM and other applicable guidelines.

Demonstrated understanding of current and accepted standards for acquisitioning and deaccessioning museum collections.

Demonstrated knowledge of copyright and fair use regulations.

Demonstrated knowledge of common agents of risk for museum collections.

Demonstrated understanding of museum decolonizing practices.

Demonstrated knowledge of AAM standards regarding archiving and record keeping of museum collections and loans.

Demonstrated knowledge of handling techniques for museum collections across multiple media and formats.

Demonstrated attention to detail, high level of accuracy and ability to identify and solve problems as needed.

Demonstrated ability to research and prepare cost estimates, and successfully manage expenses.

Demonstrated ability to plan, prioritize, schedule, and implement simultaneous projects, assuring timely completion.

Demonstrated knowledge of packing and shipping museum collections, both nationally and internationally.

Demonstrated knowledge of and ability to implement museum cataloging standards controlled vocabularies.

Name   Technology

Description      

Demonstrated experience in using and leveraging collections management technologies (e.g. content management systems and databases, barcode readers, scanners, digital cameras, light/UV meters, hygrothermograph recorders, and hand-held mobile devices).

Demonstrated experience in working with museum collections databases and familiarity with producing reports.

Demonstrated experience in digitization of museum collections and their associated archives, including best practices in file naming conventions, storage and retrieval, database management, metadata creation.

Demonstrated general office productivity computer skills.

Name   Relationship Management

Description      

Demonstrated experience in facilitating access to museum collections.

Demonstrated ability to establish positive and productive relationships with colleagues within the department and across the university, as well as outside scholars, makers, and lenders.

Demonstrated ability to maintain favorable relationships with key service providers and ensure these providers perform to expectations.

Name   Museum Security

Description      

Demonstrated understanding of museum security requirements.

Demonstrated understanding of museum insurance and risk management.

Demonstrated ability to discern and manage confidential and sensitive information.

Behavioral Competencies

Name   Personal Accountability for Results

Description      

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Name   Effective Communication

Description      

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Name   Problem Solving and Decision Making

Description      

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Name   Change Management

Description      

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Name   Leadership and Teamwork

Description      

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Name   Creativity and Innovation

Description      

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Name   Diversity and Inclusion

Description      

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Name   Sustainability

Description      

Understands the impact of decision-making and personal behavior in achieving the university’s commitment to a sustainable and carbon neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.

Requirements

Professional Experience/ Qualifications           

At least 1 year of museum or gallery registration or collections management experience in a professional capacity.

Knowledge of registration, collection management, image management, digital assets preservation, rights and reproduction standards, and legal and ethical issues.

Hands-on experience in record keeping for art and/or anthropology collections, including cataloging, condition reporting, and image rights management.

Previous hands-on experience with packing or rehousing, handling, and installing artworks.

Solid understanding of and commitment to decolonizing, equity, and inclusion practices, preferably in a museum context.

Preferred Qualifications            

3 or more years of museum or gallery registration or collections management experience in a professional capacity.

Solid understanding of managing domestic and international loans, including preparing loan agreements, managing insurance, condition reporting, packing, crating, shipping, and couriering.

Solid understanding of current best practices in conservation and long-term storage of art and/or anthropology museum collections.

Demonstrated knowledge of issues pertaining to metadata work based on DEAI and decolonizing principles.

Current knowledge of collections management and digital asset management systems; proficiency in TMS preferred.

Education         

Bachelor’s degree in art history, anthropology, museum studies, or related field, or demonstrable equivalent experience or training is required.

Master’s degree in art history, anthropology, museum studies, or related field, or demonstrable equivalent experience preferred.

Certifications  

A current, valid driver’s license, in accordance with the University’s Driver Safety and Motor Vehicle Use Policy is required, which includes but is not limited to: must be actively licensed to drive in any of the United States or the District of Columbia, and such license must have been valid for a minimum of one (1) year.

Physical Requirements              

Must be able to lift and carry up to 50 lbs.; stand, walk, sit for 2-4 hours at one time, work in a variety of temperatures and environmental conditions; and have very good visual acuity. Possess ability to work at heights.

Other Information         

This position will occasionally be required to work extended hours during installations/deinstallations, scheduled shipments etc. and as needed.

Posting Detail Information

Requisition Number     2024S055Posting

Temporary         No

Work Schedule

Job Open Date 06/27/2024

Job Close Date

Open Until Filled            Yes

Special Instructions Summary

EEO Statement              

It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act            

CAMPUS CRIME REPORTING AND STATISTICS

The Department of Campus Safety will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance . Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu