Harvard University
Museums
CollectionsManagementCoordinator
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“Collections Management Coordinator at Harvard University. Skills: Collections management, Administrative support, Project coordination. Provide administrative support for division director. Manage director's calendar”
Industry & Context.
Resolve problems
Lift objects up to 15 pounds, Local travel
What They're Looking For.
Must Have
Minimum of five years of related experience, Museum administration experience
Nice to Have
Bachelor's degree, Finance experience
What You'll Do.
Provide administrative support for division director
Manage director's calendar
Coordinate complex schedule of meetings
Serve as point person for Collections Management division
Update departmental information on website
Update internal wiki page
Sign artwork in and out of museum buildings
Handle same-day art release forms
Handle non-art release forms
Receive fine art shipments
Release fine art shipments
Assist director with compliance screening documentation
Gather statistical data
Maintain statistical data
Prepare annual reports
Coordinate departmental onboarding of new staff
Create PowerPoint presentations
Create supporting documents for meetings
Provide support for budget coordination
Provide support for budget tracking
Provide support for purchasing
Provide support for invoice processing
Assist Director with annual budget submission
Assist Director with review of quarterly reports
Provide administrative support across the division
Partner with Staff Assistant
Assist Division Director with workflow systems creation
Assist Division Director with workflow systems implementation
Provide oversight of Art Incident reporting
Provide oversight of Art Incident tracking
Lead Art Incident quarterly meetings
Document all decisions
Communicate all decisions
Implement decisions with division director approval
Manage Student Opportunities program
Document available internship programs
Organize information for annual requests
Submit annual requests
Coordinate hiring process
Coordinate all campus art program needs
Respond to inquiries regarding university collections
Organize new requests
Create schedule for installation requests
Create schedule for deinstallation requests
Manage installation requests
Manage deinstallation requests
Manage movement of artwork for emergencies
Manage movement of artwork for special projects
Manage movement of artwork for building renovations
Coordinate with borrowers
Coordinate with shippers
Coordinate with security departments
Coordinate with internal staff
Lead print rental program
Automate selection process
Manage in-person pick-ups
Manage in-person returns
Reassess Campus Art procedures
Explore innovative ways to support collections
Explore innovative ways to enhance collections
Explore innovative ways to clarify collections information
Explore innovative ways to maintain collections information
Liaise with curatorial staff
Liaise with conservation staff
Liaise with on-campus partners
How You'll Work.
Team & Collaboration
Cross-functional teams; Museum colleagues; University colleagues
Communication Scope
Website updates; Wiki updates
Process & Methodology
Project coordination
Full Job Description
By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why join Harvard University Central Administration? Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals. The Harvard Art Museums Ever since their founding, [The Harvard Art Museums ](https://harvardartmuseums.org/)—the Fogg Museum, Busch-Reisinger Museum and Arthur M. Sackler Museum—have been dedicated to advancing and supporting learning at Harvard University, in the local community, and around the world. Displayed in galleries that mix not only media but schools of art, the collections at Harvard are celebrated and interrogated within a larger story of artistic expression and historical and contemporary issues. The diverse collection is among the largest in the United States. Through research, teaching, professional training, and public education, the museums strive to advance the understanding and appreciation of art. The Collections Management Coordinator is a key position that directly contributes to the smooth and successful operation of one of the country’s premiere art museums. Reporting to the Director of Collections Management, the Collections Management (CM) Coordinator supports division activity; manages special projects both within the art museums and on the Harvard University campus; performs a wide range of administrative duties that may be routine or complex and are often confidential. Primarily supporting the goals of th
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