Collections Manager at Museum of Utah in Salt Lake City, Utah

Job Description:

The Utah Historical Society (UHS) is seeking to hire a full-time Collections Manager to provide managerial support to the Collections team and serve as project manager for collection processing projects. The Collections Manager will oversee the Collections
budget and yearly Program Plans as well as execute the facilities management of the
Collections' storage spaces housed within the Utah Historical Society. The Collections
Manager will also serve as a Database Administrator for Lucidea Collections
Management Systems and provide database management and training to Collections
staff and other UHS staff as needed. In this position, the candidate must possess a
broad knowledge of and experience in best practices in special collections and
museum collections methodologies. Responsibilities include managing collections'
storage facilities, including environmental monitoring, security and access; collections
move logistics; collections management database use; and inventory control. They will
have sound judgment, be an effective listener with excellent verbal and written
communication skills, and have the ability to collaborate and participate with a variety
of teams.

The Utah Historical Society is currently building a new Museum of Utah that will
include a collections storage facility to house the entire permanent collection of UHS
and the Utah Division of Arts and Museums' Alice Merrill Horne Collection. The Museum is scheduled to open in Spring 2026. Collections are scheduled to move to the new space starting Fall 2026. The Collections Manager will be responsible for assisting and coordinating movement of objects between the various collections' storage sites to the new facility during exhibition installation starting Fall 2025 through the permanent collections move.

Supervision
The Collections Manager reports to the Director of Collections and Exhibitions and may take direction from the Museum Director, the Exhibit Program Manager, and the Engagement Room Manager. The Collections Manager will supervise the Artifacts Collections Manager, the Photography & Manuscripts Collections Manager, and the Repository Technician. The Collections Manager may oversee term-limited staff as needed.

Example of Duties
Personnel Management

• Support Collections Managers and Term-Limited staff in Program Plan implementation and oversee direct report performance plans
• Conduct regular meetings with direct reports to provide support, guidance, and feedback. Evaluates the effectiveness of Program Plans and Budgets through quarterly check ins.
• Monitor and manage the budget for the Collections team programs and activities including invoicing, and purchasing
• Contribute to the development, review, and adaptation of the Collections team's annual program plans and budget
• Collaborate with the Director of Collections & Exhibitions, the Engagement Room Manager, and the Exhibitions Program Manager on program improvement and strategic planning

Facilities Management

• Oversee implementation of Collections access and develop relationship with Division of Facilities Construction and Management staff to ensure collections safety and preservation
• Monitor and ensure compliance of environmental standards including temperature, humidity, and pest control
• Monitor and ensure conservation and preservation standards are met for the collections storage spaces.
• Oversee collections access and security for collections storage spaces
• Create and maintain quality control of clean and dirty spaces within collections storage
• Facilitate collections storage and care solutions
• Work with Arts & Museums team members to address collection storage facility needs
• Establish Collections preservation, security, and access at the new storage facility at the Museum of Utah for use across CCE divisions

Collections Care and Preservation

• Safely, securely and strategically move the Collections from the various sites throughout the state to the new Collections Storage space at the North Capitol Building
• Participate in and offer expertise to the Acquisition Committee
• Maintain records of and related to the permanent collection
• Implement Collections Plans, Policies, and Procedures
• Perform and assist with other object-handling, installation and deinstallation tasks with traveling exhibitions and permanent exhibitions as needed and assigned
• Maintain and update as needed collections policies and procedures including database and cataloging standards, collections processing, and collections access
• Implement long-term planning and program development as outlined by the Strategic and Program plans

Database Administration

• Oversee records creation and user security in Lucidea products
• Maintain Public Portals and work with Lucidea Support to adjust or change databases as needed.
• Work with Digitization Specialist and Engagement Room Manager to feasibly integrate all Collection databases and create accessible experience for researchers and portal visitors
• Participate in Digital Asset Management System evaluation

Cross-Departmental Collaboration

• Support UHS' activities and events, including Members' events, behind-the-scenes tours, and newsletter or marketing materials
• Support state contracts and vendors with UHS Administrative Program Specialist
• Respond to inquiries and requests from potential donors offering materials Required

Qualifications and Requirements:
To perform this job successfully, candidates must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Five (5) to seven (7) years of professional level experience in and broad knowledge of best practices in special collections and museum collections methodologies
• Proven knowledge of and experience in managing collections storage facilities, including environmental monitoring, and security and access; collections move logistics; collections management database use; and inventory control.
• Minimum of three (3) years experience conducting and implementing collections policies, procedures, and plans
• Ability to handle collections safely and securely
• Knowledge of best practices around handling hazardous materials (such as flammable, corrosive, and carcinogenic materials).
• Knowledge of best conservation and preservation methods for a variety of material types including environmental and lighting standards
• Proven knowledge of mitigating and planning for the agents of deterioration that affect collections
• Ability to build, create, and house collections using archival materials
• Demonstrated ability to work effectively in a collaborative team environment
• Adaptable in project management and ability to understand the implications of new information for both current and future problem-solving and decision-making
• Good organizational skills and ability to efficiently multitask, define problems, and facilitate resolutions
• Ability to build and maintain relationships with internal and external communities, the public, and vendors
• Communicate and collaborate effectively with internal personnel at all levels and the public in a supportive and positive manner
• Proven ability to provide effective customer service for internal and external client groups
• Demonstrated leadership in motivating, developing, and directing people as they work
• Ability to maintain budgets and keep to timelines
• Ability to work independently or collaboratively with a high level of attention to detail, flexibility to work with changing or evolving schedules, and ability to prioritize tasks and meet deadlines.
• Ability to work unscheduled overtime during periods of collections moves
• Ability to climb ladders and scaffolding; ability to lift up to 50 lbs.; ability to stand for long periods of time; ability to use eyes and hands to examine and handle delicate objects.

Preferred Qualifications

• Working knowledge of procurement and contracts
• Ability to obtain forklift certification
• Ability to safely use tools including drills, hammers, and blades

The Agency
For more information about the Utah Department of Cultural & Community Engagement and the Utah Historical Society and Museum of Utah, click here.

Benefits
The State of Utah offers eligible employees a variety of benefits including medical,
dental, life and disability insurance, as well as a comprehensive leave program. Please
click the following link for a detailed information page: Benefits.

About Us
Founded in 1897, the Utah Historical Society works to foster curiosity about the past,
inform the present, and strengthen our shared future. The agency continues to share
the state's history through six major initiatives, including National History Day, the
women's history initiative, publications, Peoples of Utah Revisited, Library &
Collections, and the Museum of Utah. Learn more about our work at history.utah.gov
and explore our 2023-2027 Strategic Plan (Download PDF reader).

Supplemental Information

• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.

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