Collections Manager (part-time, benefits eligible)

Job Id: 
Santa Clara University
Job Type: 
Job Start Date: 
Application Closing Date: 
Contact Name: 
Santa Clara University
Contact Phone: 
(408) 554-4392
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Collections Manager (part-time, benefits eligible)

Santa Clara University

Department: Desaisset

Part Year: No

FLSA Status: Non-Exempt

Standard Hours (hours per week): 26

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 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 interns; 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/or crating, and other collection and exhibition related activity.

Essential Duties and Responsibilities:

1. Functional Area:

Facilitates all aspects of Collections Department (25%):

• 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 digital and paper 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 rights 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 researchers. Arranges appointments; shares appropriate general information about collection holdings; 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 collections objects through digital and paper-based records in PastPerfect database.

• Reviews, approves, and implements best practices for housekeeping and safekeeping procedures used by SCU Custodial Services Department for maintenance of collection pest management system.

• Makes recommendations for damaged artifacts.

• Maintains environmental control 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 a Team Leader for specific projects related to collections care and maintenance.

Provides Work Direction:

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


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.

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 multi-level 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.

Work Environment:

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
• Office(s) with frequent interruptions.
• Mostly indoor office environment.
• Office(s) with ambient noise from museum installations, museum work room area, and public visitors.


• 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; initiative, self-directed, and a good problem solver.

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


• Previous supervisory experience and working with volunteers essential. 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.

• Excellent written and oral communication skills.


• Strong research abilities

• Ability to work flexible hours when needed, including pre-identified museum special events which can occur on weekend and/or 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.

Education and/or Experience:

• Master’s Degree in Art, Museum Studies, History, or a closely related field.

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

• Possession of a valid California driver’s license.

Salary Information: Hiring Range: $27.43 - $31.53 per hour

Close Date:

Open Until Filled: Yes

Special Instructions to Applicants:

To view the full job posting and apply for this position, go to

About Santa Clara University

Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Distinguished by the highest retention rate and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

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