Manager of Collections and Archives

The South Side Community Art Center (SSCAC) preserves, conserves, and promotes Black art and artists. Housed in a historic brownstone on South Michigan Avenue, the South Side Community Art Center opened in 1940 during the New Deal’s Federal Art Project between 1937-1942. The Center was a hive of activity and a thriving gathering place during the Chicago Renaissance and has remained so throughout the years. The success of the Center is the result of years of rigorous organizing, fundraising, and overall support by members of the arts, cultural heritage, local, and broader community. The SSCAC is a hub for mentorship and knowledge exchange between emerging and established Black artists, a space for community to gather, and the home of exhibitions and programs presenting local, national, and international Black artists, maintaining its mission to conserve, preserve, and promote the legacy and future of Black art and artists while educating the community on the value of art and culture.  

The SSCAC’s Archives and Art Collections are at the heart of its legacy. The Collections serve as primary sources of valuable records and materials to identify, inform, and sustain the history and future of the organization. The permanent Art Collection consists of more than 400 works in a diverse range of media, including the work of such historic Chicago artists as its principal founder Dr. Margaret T.G. Burroughs, Bernard Goss, Eldzier Cortor, Elizabeth Catlett, Charles White, Henry Avery, Richmond Barthé, and Marion Perkins; works by artists of Chicago’s Black Arts Movement including AFRICOBRA artists Jeff Donaldson and Barbara Jones-Hogu; and works by such contemporary artists as Marva Lee Pitchford-Jolly, cofounder of Sapphire and Crystals, Candace Hunter, and Raymond Thomas. The Archives preserve meeting minutes from the founding in 1940 to the present day, as well as documents, ephemera, and photographs detailing exhibitions and other events, including the famous Artists and Models Balls. The SSCAC provides open access to the archives to the public for exploration and knowledge development. 

Position Summary 

Under the direction of the Executive Director, the Art Collections and Archives Manager will steward the historic South Side Community Art Center’s permanent art collection, archival collections, and other historically significant materials. 

The Manager leads efforts to establish and maintain the daily operations and procedures for the Archives and Collections. They are responsible for the preservation of all materials in the Center’s collections, including processing and cataloging, accessioning, handling loans, inventory, and storage needs, developing policies and procedures, assisting with exhibition preparation, and conducting research to develop and support the collections as well as to deepen their own subject matter expertise. In addition, the individual will implement policies and procedures according to current best practices and standards in the fields of museology and archival management that align with the environment of the Center. The position reports to the Executive Director and supervises one full-time staff member along with volunteers, interns, and contractors. 

Key Responsibilities 

• Maintain and provide routine collections care of the physical collections and permanent records pertaining to the collections items to catalog and process materials; implement guidelines and standards according to current practices; and maintain and implement knowledge in standards and systems for proper handling, storage and access management, using databases, online information systems, and museum-relevant information technology applications, hardware and software. 
• Ensure the long-term preservation of all artworks in the art collections, all formats in the archives, historically significant objects, and materials; monitor environmental conditions, addressing any preservation and conservation arrangement needs. 
• Establish, update, and maintain all department policies and procedures as they relate to access to the collections; write routine correspondence, procedures, and reports. 
• Coordinate institutional loans and contracted conservation work and photography. 
• The individual will participate as a member of SSCAC’s Archives and Collections Commitee. 
• Collaborate with Archives and Collections Committee on Board accessioning procedures and other relevant fiduciary decisions. 
• Identify collections projects for funding and assist with grant writing and reporting as needed; provide reporting and budgets on collections storage status and preservation needs. 
• Survey and recommend artworks and archives for acquisition; act as a liaison to donors of materials. 
• Assist with planning strategies and oversight for the processing of collections, and implement best practices for data entry, cataloging, and digitization. 
• Establish protocols and supervise visits to the archives and collections from visiting scholars, students, and the general public; provide access to collections in person and remotely. 
• Coordinate access to archives and collections materials and images for Center departments and projects, exhibitions, and publications. Handle requests for reproductions and copyright permissions in tandem with external rights holders and offer guidance as needed. 
• Provide educational experiences relating to archival collections and practice to students and other groups. Work with students to inform and educate youth, college students, and community members about the Center’s collections, their historic importance, and usage. 
• Research and present proposals on department vision, best practices, and collection management and development policies; Conduct self-guided and organizational-led research to strengthen subject expertise and to publish (posts and articles), develop focus exhibitions of artworks and archival materials, and lead public programs with similar focus. 
• Liaise between outside entities such as auction houses, galleries, and other professional organizations and the Executive Director, Collections and Archives Chair and Committee, and Board of Directors. 
• Assess and recommend IT (software and hardware) needs related to both archival and collection management database operation and other special digital projects to the Executive Director. 
• Lead digital preservation planning for digitization efforts of current digital collections, born-digital materials, and prospective materials for digitization; maintain digital best practice standards and consistency among all object/artwork records.  
• Aid in the hiring process of interns, fellows, and grant-funded archives and collections related staff and supervise as needed. 
• Performs other tasks as needed. 

Essential Qualifications 

• Excellent organizational skills and strong written and oral communication skills 
• Positive attitude and excellent relationship skills; capacity to shift gears quickly between internal and public-facing tasks and group and individual settings 
• Ability to supervise staff, including assigning work, motivating performance, evaluating, and providing training 
• Ability to maintain professional composure when dealing with a variety of circumstances 
• Excellent decision-making skills and judgment in handling of sensitive or confidential information 
• Strong interpersonal skills with the ability to interact effectively with visitors, staff, emergency personnel across diverse cultures 
• Proficient with computer equipment and systems including Microsoft Office applications, cloud management systems, and social media platforms 
• Understanding of a variety of environmental, security and safety devices and controls 
• Enthusiasm for the South Side Community Art Center mission and for developing knowledge in local art and history 
• Represent the Center with professionalism, care, and courtesy. 

Education/Experience Requirements 

Recommended MLS or MA in arts administration and policy, museum studies, archival management, library and information science, Black/African American/Africana studies, art history, history, or a related subject area. Experience working within an art collection, archival collection and repository, and/or museum setting with diverse art and archival collections are a must. Minimum of two to five years of work in a collections setting or equivalent work experience including project management experience is mandatory. 

Knowledge of arrangement and description for art and archival collections and knowledge of archives management technology and access systems required, with preferred demonstrated hands-on practice and knowledge of archival formats such as DACS, EAD, and Dublin Core, or willingness to obtain relevant training. Obtained archives management certificate and/or equivalent experience in an archives or collections setting are a plus. 

Handling containers weighing up to 50 pounds and transporting artwork and archival boxes throughout the collections and archives spaces may be required of the position.