Collections Management Coordinator

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

The Harvard Art Museums

Ever since their founding, The Harvard Art Museums —the Fogg Museum, Busch-Reisinger Museum and Arthur M. Sackler Museum—have been dedicated to advancing and supporting learning at Harvard University, in the local community, and around the world. Displayed in galleries that mix not only media but schools of art, the collections at Harvard are celebrated and interrogated within a larger story of artistic expression and historical and contemporary issues. The diverse collection is among the largest in the United States. Through research, teaching, professional training, and public education, the museums strive to advance the understanding and appreciation of art.

The Collections Management Coordinator is a key position that directly contributes to the smooth and successful operation of one of the country’s premiere art museums. Reporting to the Director of Collections Management, the Collections Management (CM) Coordinator supports division activity; manages special projects both within the art museums and on the Harvard University campus; performs a wide range of administrative duties that may be routine or complex and are often confidential. Primarily supporting the goals of the division director, the CM Coordinator will communicate with and provide services to a broad selection of internal and external contacts at all organizational levels. A critical success factor is the ability to anticipate and resolve problems.

Job-Specific Responsibilities:

• Provide administrative support for the division director and division:
  • Manage director’s calendar and coordinate complex schedule of meetings between multiple sites across campus
  • Serve as point person for the Collections Management division, including updating departmental information on the Museums’ website and internal wiki page
  • Sign artwork in and out of all museum buildings, including same-day art form, art and non-art release forms as well as the receiving and releasing of fine art shipments as necessary
  • Assist director with compliance screening documentation
  • Gather and maintain statistical data, prepare annual reports
  • Coordinate and serve as point person for departmental onboarding of new staff
  • Create PowerPoint presentations and supporting documents for meetings
  • Attend meetings and records minutes including action items
  • Provide support as needed for budget coordination and tracking, purchasing, invoice processing, and other division financial activities. 
  • Assist the Director of Collections Management with the annual budget submission and review of quarterly reports. 
  • As needed, provide administrative support across the division, including partnering with the Staff Assistant, Registration.
  • Assist Division Director with the creation and implementation of streamlined workflow systems.

• Provide oversight of Art Incident reporting and tracking:
  • Lead Art Incident quarterly meetings, document and communicate all decisions, implementing where appropriate, with division director approval as needed.
• University and academic project support
  • Manage Student Opportunities program for Collections Management. Document available internship programs.  In consultation with Director of CM and Department Heads (CM), organize information and submit annual requests, coordinate hiring process.
  • Coordinate all campus art program needs:
    • Respond to all inquiries regarding university collections across campus, primarily those managed by the museum, clock, portrait and cultural property collections and the print rental program.
    • Assess and organize all new requests. 
    • Create schedule for and manage installation and deinstallation requests, movement of artwork for emergencies, special projects, and building renovations. 
    • Coordinate with borrowers, shippers, security departments, and internal staff to ensure the timely completion of all campus art projects. 
    • Lead the print rental program each academic year, further automation of the selection process, manage in-person pick-ups and returns.
• Working with the Director of Collections Management, and in collaboration with museum and university colleagues, regularly reassesses Campus Art procedures to ensure the program meets the needs of both the University and the Harvard Art Museums. 
  • Explore innovative ways to support, enhance, clarify and maintain information related to these collections. 
  • Liaise with curatorial and conservation staff at the museum and on-campus partners

Physical Requirements: This position is primarily conducted in an office setting. Ability to move through multi-story museum building, climb stairs, and lift objects up to 15 pounds. Some local travel to other campus locations and between museum sites in Cambridge and Somerville, MA.

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

Minimum of five years of related experience, including in museum administration.

Additional Qualifications and Skills:

Bachelor’s degree preferred. Finance experience strongly preferred (tracking budgets; reviewing and processing invoices; making purchases, etc.). Proven analytical, time management, and problem-solving skills with the ability to set priorities, manage multiple projects, and meet deadlines. Excellent oral and written communication and interpersonal skills. Excellent judgment, discretion with confidential information, and decision-making skills. Must be self-motivated and able to work independently and as a team member in a work environment of multiple and conflicting priorities. Knowledge of a wide range of software, and graphics tools; experience with The Museum System (TMS), Harvard financial systems and University policies preferred.

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity and Criminal
• Other Information: 
  • This position will have a 3-month orientation and review period. 
  • This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. Occasional evening or weekend hours may be required.

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.