COLLECTIONS ASSISTANT

SUMMARY

Under the supervision of the Collections Manager and Exhibitions Registrar, the Collections Assistant will assist in completing a full inventory of all collection items. This will be done by storage sections, confirming location, identification, measurements, and baseline condition. This position is also responsible for managing object paperwork, updating locations, description, and provenance in the Qi collection database. Work will be conducted with regular input from and in consultation with the supervisor.

This position requires an adequate understanding of collections database functionality, museum inventory processes, and museum registration procedures. This position will have intimate contact with Akron Art Museum’s collections, loaned objects, and sensitive owner and collections data, and requires discretion.

The Collections Assistant will gain a comprehensive understanding of the quantity and condition of objects in the collection, and the range of the collection in terms of media, artist, and subject matter. This position will provide further knowledge of professional museum standards, including best practices in collections management; registration procedures and methods for inventory, documenting condition, object handling, and packing art and artifacts.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for coordinating a complete collections inventory and data accuracy in the Qi database.
• Duties include conducting inventory of museum display and storage spaces, in accordance with established inventory schedule and priorities; completing inventory in a timely manner, and object move location updates in Qi; and performing inventory problem resolution in consultation with the Collections Manager.
• The position also assists in location data improvements, other data maintenance, and cleanup in Qi database.
• Other duties might include documentation of outgoing/incoming loans and exhibitions; documentation of incoming gift and purchase offers; condition reports; object labeling; object moves and installations; maintenance of electronic and paper records.
• Collaborate with Collections Manager on cataloging and improvements to storage and processing areas.
• Perform tasks related to the selection, ordering, receiving, and cataloging the Museum’s Library & Archives. Partners with the University of Akron on using their Sierra cataloging database system maintaining the Museum’s catalog. Editing bibliographic records and removing duplicates or non-relevant materials.
• Other duties as assigned by the Collections Manager and Exhibitions Registrar.

JOB KNOWLEDGE AND SKILLS

Understands job procedures and methods; demonstrates ability to acquire necessary skills; understands how job relates to others; makes effective use of resources; demonstrates skill in performing assigned tasks.

• Quality of Work - Produces work that is accurate and thorough; demonstrates commitment to excellence and continuous improvement; ability to monitor quality of own work; applies feedback to improve performance; takes initiative to find ways to improve and promote quality work.
• Planning /Organizational Skills- Independently plans/prioritizes work; sets goals and objectives; displays appropriate sense of urgency toward top priorities; manages time efficiently; plans for additional resources; integrates changes smoothly.
• Dependability - Meets attendance and punctuality requirements; keeps commitments; accepts responsibility for own actions; follows instructions and responds to management direction; responds to requests for service and assistance; commits to doing the best job possible.
• Interpersonal Skills - Maintains a feeling of hospitality with team and visitors all times; displays tact and consideration; works actively to resolve conflicts; displays positive outlook/pleasant demeanor; always conducts self in a professional manner; assists and supports co-workers and customers.
• Communication - Expresses ideas coherently; demonstrates good listening and comprehension; always keeps others properly informed; selects appropriate communication tools.
• Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibility; takes advantage of opportunities; seeks creative ways to improve skills; asks for help when needed.
• Problem Solving - Identifies problems in timely manner; gathers/analyzes information skillfully; resolves problems in early stages; looks for alternative solutions; works cooperatively in group problem solving situations.
• Use of Technology - Demonstrates required skills; adapts to new technology; uses technology to increase quality and productivity of work; accepts training opportunities to improve technical skills.
• Personal Appearance - Always dresses appropriately for work; demonstrates acceptable personal hygiene and grooming habits.

QUALIFICATIONS

Bachelor’s degree in related field required. Strong computer skills, including familiarity with a museum collections database system; proficiency in Microsoft Office Excel, Word, and Outlook. Ability to exercise discretion and good judgment in dealing with objects, confidential information, donors, lenders, vendors, and other constituents served by the department. Organized, detail-oriented, and self-motivated. Good interpersonal skills. Ability to manage time and organize tasks efficiently, and to be able to self-motivate and work autonomously. Ability to be flexible, work collaboratively as part of a team, and to function independently. Strong verbal and written communication skills and thorough attention to detail.