$28.13 - $32.34 per hour, commensurate with experience

A. POSITION PURPOSE

The de Saisset Museum seeks a highly skilled and team-oriented Collections Manager who

will thrive in a fast-paced work environment and is well suited for a University art

environment with a small staff. The Collections Manager reports to the museum’s Director and works in concert with the Exhibition Project Coordinator and the Assistant Director.

The Collections Manager works closely and in tandem with the Exhibition Project

Coordinator on all matters related to installation and maintenance of art objects in the

permanent collection, on exhibition, and in storage; in particular, assists when necessary,

regarding art transport, working in-house or contracting with outside vendors for all

museum exhibition projects; and carries primary responsibility of permanent collection

condition reporting and assists Exhibition Project Coordinator with temporary exhibition

condition reporting, when necessary.

The Collections Manager position facilitates all aspects of the collection department

including but not limited to gift accessions and deaccessions of permanent collection objects;

access, exhibitions, handling, preparation, conservation, research, organization, storage and

inventory of the permanent collection. The Collections Manager coordinates and processes

incoming and outgoing loans and museum exhibition agreements, receipts, insurance

certificates, facility reports; pest and environmental management of collection storage and museum building; secures image rights and handles reproduction requests and inquiries;

records insurance and risk management issues with SCU Risk Management and SCU

General Counsel Offices; supervises paid student assistants, volunteers, and intern maintains and expands permanent collection database PastPerfect and the development of a digital photographic archive; carries primary responsibility of permanent collection condition reporting and assists with temporary condition reporting and art transport when necessary and in coordination with Exhibition Project Coordinator. The Collections Manager prepares grant applications pertaining to collections care and management as applicable.

The Collections Manager works with the Director to develop short and long-range plans for

the collection department including but not limited to database development, image archive

development, grant research/writing and general operational procedures and policies for the

department. The Collections Manager serves on the Collections Committee, and works with

the Assistant Director and Director to facilitate all acquisitions and collection activity, including research of works and provenance, and the gift deeding and deaccessioning Process.

The position works closely and in tandem with the Exhibition Project Coordinator with regards to the installation and de-installation of gallery exhibitions, framing, preparations for shipping and/ot crating, and other collection and exhibition related activity.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Functional Area:

Facilitates all aspects of Collections Department (35%):

• Processes all gift accessions and deaccessions of permanent, collection objects with SCU Development Office, SCU Office of Risk Management, and SCU General Counsel Office.

• Coordinates access by researchers and classes; all registration components for exhibitions; handling and preparation of all artworks, owned or borrowed; research and conservation; organization of storage; and inventory of permanent collection through paper records and digital records with PastPerfect database.

• Processes incoming and outgoing loans and museum exhibition agreements, receipts, insurance certificates, etc. with SCU Office of Risk Management and/or General Counsel Office.

• The Collections Manager serves on the Collections Committee, and works with the Assistant Director and Director to facilitate all acquisitions and collection activity, including research of works and provenance, and the gift deeding and deaccessioning process.

• Assists with selection of collection artifacts for display in public display cabinets for exhibition purposes and educational coursework.

• Secures image tights and handles all rights and reproduction requests and inquiries.

2. Functional Area:

Conducts all communications with SCU faculty, staff, and students and outside constituencies, interested in accessing the permanent collection and/or permanent collection information (20%):

• Provides limited and controlled access to permanent collection for SCU faculty, staff, students, and external researchers. Arranges appointments; shares appropriate general information about collection holdings; supports class visits; and monitors researchers in storage and around collection objects.

• Responds to collection inquiries in a timely manner.

• Arranges for appraisals and conservation work, as necessary and when needed.

3. Functional Area:

Monitors Collections Care for Accuracy, Preservation and Conservation Issues (10%):

• Maintains and ensures accuracy for all records, pertaining to çollections objects through paper-based records and digital records in PastPerfect database.

• Reviews, approves, and implements best practices for housekeeping and safekeeping procedures used by museum for maintenance of collection areas and pest management system. Provides review and recommendation of SCU Custodial Services Department practices to ensure safety of collection objects and items on loan to museum.

• Makes recommendations for damaged artifacts.

• Monitors environmental control equipment and maintains equipment with regular calibration appointments.

• Recommends basic conservation methods for collection artifacts.

• Maintains inventory of archival supplies and places orders for new supplies when needed.

4. Functional Area:

Supervision/Budgeting/Grant Preparation and Execution (10%):

• Supervises student assistants who support collection and registration work with pre-identified assignments and direct supervision.

• Supervises a small core of collection volunteers who work on specified collection assignments under the supervision and direction of the Collections Manager.

• Maintains and prepares annual budget for permanent collection activities and supplies.

• Prepares grant applications for collection assessments, conservation, and other collection applications as applicable. Works in tandem to successfully execute any and all funded collection grant applications/projects, including functional line supervision of contracted individual(s).

5. Other duties as assigned.

• Other responsibilities as assigned by the Director. Occasionally acts as Team Leader for specific projects related to collections care and maintenance.

C. PROVIDES WORK DIRECTION

• Hires, trains, and supervises student Registration/Collection Assistants and a small core of collection volunteers and/or interns. Occasionally, supervises contracted individual(s) linked to successfully funded grant applications/projects.

D. GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services.

• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

• Maintains contact with museum customers and solicits feedback for improved services.

• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

• Researches and develops resources that create timely and efficient work flow.

• Prepares progress reports; informs supervisor of project status and any deviation from goals. Ensures completeness, accuracy and timeliness of all operatioňal functions.

• Prepares and submits reports as requested and required.

• Develops and implements guidelines to support the functions of the unit

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1. Knowledge

• Knowledge of professional collection management practices, procedures and principles.

• Previous fine art handling experience and sensitivity to object care.

• Proficiency and experience in using Microsoft Office including Word, Excel, PowerPoint; familiarity with relational databases and knowledge of PastPerfect collections management software. A willingness to learn new computer applications as required.

• Conscientious approach to work; takes initiative; is self-directed and a good problem solver.

• Experience providing exemplary customer service to internal and external clients.

2. Skills

• Previous supervisory experience and working with volunteers essential; prior work with students preferred. Successful candidate must have the ability to work with a broad range of individuals, volunteers and/or other, within a diverse multicultural museum environment.

• Strong organizational skills and demonstrated ability to prioritize and manage multiple projects simultaneously in a fast paced, dynamic team environment.

• Possesses a valid California driver's license.

3. Abilities

• Strong research abilities and excellent written and oral communication skills.

• Ability to work flexible hours when needed, including pre-identified museum special events which can occur on weekend and/ot evenings throughout the entire academic year.

• Understanding of and agreement with, the Jesuit tradition of service, and SCU mission of educating students of competence, conscience, and compassion.

4. Education

• Bachelor’s Degree (Master's Degree preferred) in Art, Museum Studies, History, or a closely related field.

5. Years of Experience

• Three to five years of collections management/registration work experience required.

• Bachelor’s Degree (Master's Degree preferred) in Art, Museum Studies, History, or a closely related field.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Time divided between spending time at a desk using a computer terminal; standing on ones feet and moving around multilevel museum facility; and working with collections management supplies such as archival packing materials, light meters, and museum dollies.

• Will be required to travel to other buildings on the SCU campus.

• Will be required to travel to outside customers, vendors or suppliers; for supplies related to collections and temporary registration management.

• Will be required to attend conference and training sessions within the Bay Area; and occasionally outside of California.

• Should be able to lift up to 25-30 pounds.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee

encounters while performing the essential functions of this job.

Note : Position is 0.75FTE

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.