Collections Assistant

14 hours ago

Philadelphia, Pennsylvania, United States Philadelphia Museum of Art Full time
Job Summary

We are seeking a highly organized and detail-oriented Collections Assistant to join our team at the Philadelphia Museum of Art. The successful candidate will assist in the management, care, and development of our collection of over 162,000 works on paper.

Key Responsibilities
  • Assist with the management of the department's collection, including tracking, documenting, and securing all works on paper.
  • Help maintain a comprehensive administrative overview of all collection-related tasks, including facilitating acquisitions, deaccessions, exhibitions, loans, object movement, housing and storage, and record keeping.
  • Assist with incoming gifts and purchase considerations and accessioning and deaccessioning processes, including creating paper and digital object files, completing condition reports, creating shipment paperwork, and producing core catalog records for potential acquisitions.
  • Provide support for exhibitions as needed, including working in the exhibition module of TMS, maintaining files with exhibition checklists and loan letters, and supporting curators with grant applications and other exhibition administration.
  • Support curators, conservators, and registrars, and work with collections specialists from other curatorial departments, in the coordination and tracking of external and in-house loans, from the initial loan request to facilitating conservation examinations, framing, and loan treatments, providing object-specific information to lenders, completing outgoing and incoming condition reports, and coordinating the movement of objects through museum facilities.
  • Coordinate object moves to and from galleries, storage areas, and conservation, create expects and change of location paperwork, notify museum stakeholders of gallery changes, and update TMS object locations when moves are complete.
  • In TMS, record light exposure for all displayed works, both in museum galleries and on loan to other institutions.
  • Help to advance the production, accuracy, and detail of digital cataloguing records and other materials related to objects in the collection. Work with TMS and consult with the division of Digital Resources and Content Strategy when necessary, maintain cataloguing standards within the department and update database records in preparation for web publishing.
  • Assist with various administrative duties as needed.
  • Perform other duties as assigned by the Coordinator of Collections and the Department Head.
Requirements
  • Broad knowledge of museum or library practices in the related fields of collections management, registration, administration of loans, art/special collections handling, conservation, and/or exhibitions planning.
  • Prior experience in the field.
  • Excellent organizational and time management skills, attention to detail, and strong written and oral communication skills.
  • Ability to work with databases, namely TMS and Excel, and other computing tools.
  • Ability to keep track of and manage workflow.
  • Ability to prioritize tasks and meet multiple deadlines.
  • Demonstrated ability to work successfully with others—museum staff, volunteers, and diverse public constituencies—to achieve institutional objectives.
  • Following appropriate training, ability to handle and lift art and move boxes and folders of varying dimensions and weights.
What We Offer
  • Free general admission to the museum for you and your immediate family
  • Discounted guest tickets for admission
  • Discounts on gift memberships
  • Special staff tours and presentations from our curatorial and conservation teams
  • Discounts at the museum restaurant, museum cafés, and museum retail and online stores
Benefits
  • Medical, dental, and vision benefits
  • Fully paid short-term disability insurance, long-term disability insurance, and life insurance
  • Health savings or flexible spending account program
  • Retirement savings program with museum match
  • Paid vacation, personal days, sick days, and holidays

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