Collections Assistant

Position: Collections Assistant

Reports to: Director & Curator of Collections

Direct Reports: 0

Division: Collections

FLSA status: Part-Time, Hourly, Non-Exempt.

Compensation: $27 - $29/hour

Work Hours: 28 hours per week on-site (Hybrid option not available)

Position Summary

The Collections Assistant will support the Collections Department with responsibilities related to the ongoing care and stewardship of the permanent collection, as well as the library and archives. Reporting to the Director & Curator of Collections, the Assistant will help with providing access to and safeguarding the collection; cataloging and record keeping; the database and digital assets; image management; inventorying; maintaining storage and display areas; cleaning, organizing, and housing the collection; art handling, packing, and shipping; and administrative support. The Assistant will contribute to a culture of collaboration, community, and respect and carry out the departments work centered on Diversity, Equity, Accessibility, Inclusion, and Belonging.

The Collections Assistant will be an integral part of a three-person department and, therefore, should be nimble to provide support across all functions of collections management, acquisitions, deaccessions, preservation, conservation, safety, storage, and providing access and information while adhering to the range of practices outlined in the Collections Management Policy and related plans.

The Assistant will also regularly support the Museums Registrar with tasks related to exhibitions and loans by condition reporting, digitizing records, art handling, packing/unpacking, shipping/receiving work, and other assignments, as needed.

About the Frye Art Museum

Founded in 1952, the Frye is Seattles only free art museum, bringing together art and new ideas within a stunning Olson Sundberg Kundig-designed building in historic First Hill.

The Frye Art Museum connects Seattle with the art and artists of our time. We collect, exhibit, program, and build community around a wide range of modern and contemporary art, with a special focus on amplifying the voices of living artists. Admission to the Frye is always free.

Inspired by the history of our namesakes, the spirit of their salon, and the global city they called home, the Frye Art Museum of today is where Seattle meets artists, encounters new ideas, experiments with tradition, indulges the senses, learns through experience, gathers in community, and feels cherished.

Mission

The Frye Art Museum connects Seattle with the art and artists of our time. We collect, exhibit, program, and build community around a wide range of modern and contemporary art, with a special focus on amplifying the voices of living artists.

Vision

Inspired by the history of our namesakes, the spirit of their salon, and the global city they called home, the Frye Art Museum of today is where Seattle:

• Meets Artists.
• Encounters New Ideas.
• Experiments with Tradition.
• Indulges the Senses.
• Learns through Experience.
• Gathers In Community.
• Feels Cherished.

Key Responsibilities

Collections Management

• Assist with the cataloging, inventory, and documentation of the collection.
• Implement best practices while supporting access to the collection and its records for internal and external purposes.
  
• Help prepare collection materials for use in exhibitions, publications, programs, presentations, and research.
• Safeguard the collection by assisting staff, contractors, and others in collection storage and display spaces.
• Regular cleaning and organizing of storage and display spaces.
  
• Assist with collecting and recording environmental data.
  
• Update and create new form templates for collection records and related activities.
• May support reorganizing and rehousing of artworks.
  
• Support Integrated Pest Management practices.
  
• Participate in disaster preparedness planning.

Digital Assets & Image Management

• Provide database support: create new database entries; edit existing data; add information about loans and exhibitions; prepare artist bios and artwork descriptions; create reports and checklists; export data and images for presentations and reports.
• Assist in organizing and maintaining digital images of collections.
• Process Rights & Reproduction requests for collections images: correspond to inquiries, issue R&R agreements, locate and send requested materials, maintain logs of requests, create and send invoices, and track usage of images.

Accessions and Deaccessions

• Work with collections and curatorial teams to track and respond to offers of artworks for sale and donation and other collection inquiries.
• Gather information about artists and artworks for possible acquisitions, as requested.
  
• Assist with correspondence between artists, gallery representatives, and donors to coordinate the transfer of artworks.
• Assignments related to accessioning a new art object by cataloging, labeling, and housing new acquisitions and backlog; scheduling and supporting object photography; record condition of new acquisitions; and organizing files and paperwork.
• Support work related to deaccessions as needed.

Registration

• Support the documentation and movement of collections for exhibitions and loans.
• Help with exhibition installation, maintenance, and deinstallation.
  
• Assist the Registrar with condition reporting, digitizing records, art handling, packing/unpacking artwork, shipping/receiving artwork.
• Possible courier work and travel, as needed.

Library & Archive

• Catalogue and organize reference materials.
• Schedule and oversee access to the library and archive for staff and visitors.
• Provide research assistance for internal and external purposes.

Administration

• Respond to departmental communications and inquiries via email, phone, and visitors. Monitor the collections email account and represent the department in a professional, courteous, and efficient manner.
  
• Help with meetings by scheduling, preparing agendas, taking minutes, and managing meeting logistics.
• Order departmental supplies and materials.
• Manage filing systems and maintain accurate records.
• Process invoices and expenditures.
• Preparing presentations and reports as requested.
• Other duties as assigned.
  

Desired Qualifications, Knowledge and Skills:

• One to two years in a similar role at an art museum, gallery, library, or archive.
• Experience with maintaining safe environments for storing and displaying art; collections record keeping; inventorying; condition reporting; art handling, fine art packing/shipping; and object photography/digital image processing is beneficial and preferred.
• Knowledge of collections care standards and best practices for an art museum.
• Familiarity with collections management software; EmbARK or TMS preferred.
  
• Proficient with Windows OfficeOutlook, Teams, SharePoint, Word, and Exceland Adobe Acrobat, digital image management and project management systems.
• Highly organized with excellent attention to detail.
• Proven ability to work independently with minimal supervision.
• Excellent interpersonal skills to collaborate with and support various teams and museum stakeholders.
• Able to handle sensitive information with discretionand confidentiality.
• Must be comfortable lifting over 40lbs and working on a ladder.
  
• Bachelors degree in fine art, art history, museum studies, arts administration, studio art, conservation, library science.
  

Benefits

• 
  Fully subsided ORCA Card benefits provided at no cost to the employee.
• Full health benefits: Dental, Vision, Medical (100% employer paid option)
  
• Paid vacation and sick time accrual after 90 days of employment
  
• Transportation and Commuter benefits
  
• 403b savings plan with 1.5% employer match
  
• Employee assistance program
  
• 20% Museum store discount
  
• 15% Cafe discount
  
• Reciprocal museum membership
  

How to Apply

Candidates are required to submit a cover letter and resume highlighting relevant experience. The position is open until filled, but priority will be given to candidates who apply by May 12, 2025.

We strongly encourage applicants from individuals of all backgrounds, especially those who bring diverse perspectives that will continue to contribute to the inclusive and equitable culture fostered by the Frye Art Museum. We value diversity in all forms and believe diverse experiences, voices, and perspectives enrich our work and community.

The position is open until filled. No emails or phone calls please. Due to the high volume of applications received, we can only contact candidates whose skills and backgrounds best fit theneeds of the open positions. We will contact you by email or phone if we wish to arrange a phone screen.

Work Conditions

Work areas are mostly inside a climate-controlled environment with light noise. Regular work in the exhibition spaces during installation and deinstallation when loud noises and construction/demolition is performed. Regular work in and around loading docks and using trucks with/without lift gates may be needed. Corrected vision to 20/20 is necessary to use computer screens and assess artwork. Lifting, carrying, pushing, pulling is necessary for moving materials and equipment. Stooping/kneeling is required. Reaching and maneuvering to move and access materials is required. Shift times may vary to meet the museum's requirement

Physical Conditions Required to Perform Essential Functions

• Movement: Navigate galleries, storage spaces, and loading areas with ease. Bending, reaching, climbing ladders, and crouching are part of the daily rhythm.
• Lifting: Safely lift and move artworks and materials up to 50 pounds solo, and heavier items with assistance.
• Precision Work: Use your hands and fine motor skills to handle delicate objects, tools, and packing materials with care and accuracy.
• Attention to Detail: Strong close-up vision is key for inspecting artworks and documenting condition reports.
• Work Environment: Be ready to work in both climate-controlled and less-regulated spaces, occasionally dealing with dust, temperature changes, or materials like wood and foam all with proper safety gear.
• Focus and Communication: Stay detail-focused for long periods and collaborate closely with your team to ensure every piece is treated with respect and precision.
• Occasional Travel: You may occasionally assist with local art transport or off-site projects.

As much as possible, the Frye Art Museum will accommodate applicants with disabilities to perform essential functions and duties. Please contact the Human Resources Department (jobs@fryemuseum.org) for additional information.

COVID-19 Considerations

Note that all employees are asked to adhere to museum guidance and policy for COVID-19, which may change over time.

EEOC Statement

We recognize that a successful candidate will meet many of the requirements in this job description but may only meet some of the qualifications. We encourage applicants to apply if much of this job description describes them.

As part of our commitment to a diverse, equitable, and inclusive workplace, we invest in building teams with various backgrounds, identities, and experiences. The Frye is an equal opportunity employer. We do not discriminate on the basis of race, color, creed, sex, religion, age, marital or veteran status, national origin, disability, sexual orientation, or any other basis prohibited by local, state, or federal law.