Collections Assistant

Details

Open Date 07/29/2026

Requisition Number PRN45764B

Job Title Program Assistants

Working Title Collections Assistant

Career Progression Track S00

Track Level S1 - Entry Level Support

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 30

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Flexible within: M-F 8-5

VP Area Academic Affairs

Department 00073 - Utah Museum of Fine Arts

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 19.00

Close Date 10/30/2026

Priority Review Date (Note - Posting may close at any time) 08/14/2026

Job Summary

The UMFA is the state and the University fine arts museum, serving as a vital cultural resource for Utah and the broader region. Established in 1914, the Museum stewards an encyclopedic collection of more than 22,000 objects representing 5,000 years of human creativity across the globe. Through its exhibitions, programs, and collections, the UMFA advances understanding of the visual arts and their role in shaping and reflecting the human experience.

The Utah Museum of Fine Arts ( UMFA ) is looking for a motivated and detail-oriented individual to support the Collections department. This is a 30 hour per week, benefited position reporting to the Director of Collections and working closely with colleagues across the Museum.

The Collections Assistant’s primary responsibility is to facilitate access to the Museum’s permanent collection and associated records for staff, faculty, researchers, and other patrons. In addition, the Collections Assistant supports both Conservation and Registration functions, and assists with general collections management tasks, including documentation, storage, and care of objects.

As part of University of Utah, we offer an excellent comprehensive benefits package including: tuition reduction, health care, retirement (14.2% employer paid), paid holidays, vacation and sick leave.

Responsibilities

Collections Access

The Collections Assistant manages and facilitates access to the collection. Responsibilities include coordinating appointments, working with Museum staff and external patrons, preparing object lists from the database, retrieving and assessing objects for suitability, preparing and overseeing appointments, safely moving artwork, and maintaining associated records and data.

Conservation Support

Under the guidance of the Conservator, the Collections Assistant:

• Assists with conservation examinations

• Prepares conservation-grade adhesives and materials

• Executes Integrated Pest Management ( IPM ) functions under the guidance of the Conservator

• Supports preventive care measures and storage improvements

Registration Support

In collaboration with the Registration team, the Collections Assistant:

• Participates in regular inventory of the permanent collection

• Assists with managing physical space in collections storage

• Creates safe and appropriate housing for objects

• Supports reorganization projects in the collection storage areas

• Supports recordkeeping through filing, data entry, document preparation, internal research, scanning, and digital file organization.

Object Handling

Handles and transports objects safely within the Museum; assists with installation, deinstallation, packing, and unpacking of artworks.

Procedures

Contributes to and helps revise collections-related internal procedures, including emergency response plans and collections protocols.

Other Tasks

Participates in department meetings and contributes to additional projects and tasks related to collections care, documentation, and access as assigned.

Minimum Qualifications

EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).

Department may hire employee at one of the following job levels:

Program Assistant,, I: Requires little to no related experience.

Preferences

The ideal candidate will possess:

• Exceptional organizational skills and attention to detail

• The ability to follow instructions, plan ahead, and manage multiple tasks

• A self-motivated and reliable work ethic, with the ability to work both independently and collaboratively

• Familiarity with collections databases (e.g., Argus, TMS ) or information management systems

• Proficiency in Microsoft Word, Excel, and Outlook, with a willingness to learn new software as needed (e.g., Microsoft Teams)

• Good manual dexterity and spatial awareness

• The ability to bend, kneel, push, pull, walk, stand for extended periods, frequent ladder use, and lift up to 50 lbs.

• Good eyesight or eyesight that can be corrected with glasses or contacts

• An interest in the arts and museums, with experience in registration, collections care, or conservation considered a plus

• A bachelor’s degree in a related field

• Previous experience as a volunteer, intern, or employee in a museum setting

• Associate degree in Art History, Museum Studies, or a related field; or two years of experience in a museum or clerical position

• Other areas of study or professional experience will be considered—please describe relevant qualifications in your cover letter

• Ability to perform the essential functions and responsibilities of the position as outlined above.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX ( OEO ). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page .

Online reports may be submitted at https://oeo.utah.edu

**https://publicsafety.utah.edu/safetyreport/**This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members , a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.