The Collections Management (CM) Coordinator reports to the Director of Collections Management and works independently performing a wide range of complex and confidential administrative duties to support the division, including communicating with and providing services to a wide range of internal and external contacts and anticipating and resolving problems.
Duties & Responsibilities:
Provides administrative support to the director and division
Answers department's general phone line and email address, and receives visitors. Assists and directs inquiries, providing information on division policies and procedures as needed.
Manages director's calendar and coordinates complex schedule of meetings between multiple sites across campus for director and division
Manages CM conference room calendar and assists with A/V components
Prepares and maintains digital and paper files and archives
Serves as point person for updating departmental information on the Museums' website
Gathers and maintains data for and assists in preparing reports, using a variety of software
Serves as purchasing officer for the division
Researches products and develops cost comparisons
Drafts major expenditure form proposals
Reviews all purchasing transactions for division and processes all expenses for the director
Compiles and updates Master Supply List with vendor information and maintains inventory of computer hardware, software, equipment and supplies
Supports financial processing and budget development and analysis
Assists with development of annual budgets
Monitors status of multiple budgets, including expenses associated with collection gallery, and reports on spending trends to ensure division stays within budget
Makes informed recommendations for estimating budget projections and re-allocation of funds between line items
Supports Registration; Exhibitions and Collections Departments as needed
Assists registrars with preparing and organizing documentation for loans, exhibitions, and new acquisitions
Provides support for the University Loan and Portrait Program
Assists with facilitating art access requests
Coordinates collection examination meetings
Enters data into The Museum System (TMS)
Compiles incident report data from Security and acts as first point of contact for all incidents in the galleries
Signs artwork in and out of all museum buildings, including same-day art form, art and non-art release forms as well as the receiving and releasing of fine art shipments as necessary
Provides back up support for the reception desk and monitoring coverage in the Art Study Center as necessary
Provides central logistical coordination for Collection Gallery Installations
Creates PowerPoint presentations and supporting documents for meetings
Assists with developing a digital strategy for CM work flow improvements
Attends meetings and records minutes including action items
Assist with departmental event planning
Serves as main liaison with EH&S and museums' safety steward.
Other duties as necessary
The Division of Collections Management at the Harvard Art Museums is comprised of three departments, Registration; Exhibitions and Collections. The Division's professional staff is charged with the registration, movement, and storage of collections and has ultimate practical and logistical responsibility for control of and access to the collections, with a special emphasis on the safety, security, and efficiency of the handling and movement of works of art. The Division is responsible and accountable for the safety and security of the Museums' collection of 250,000 works of art.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Candidates MUST meet the following basic qualifications in order to be considered for this role:
Minimum of three years of related experience.
Bachelor's degree preferred. Financial experience strongly preferred. Proven analytical, time management, and problem solving skills with the ability to set priorities, manage multiple projects, and meet deadlines. Excellent oral and written communication and interpersonal skills. Proven ability to interact effectively with a wide range of people, and to be able to establish working relationships with a wide variety of constituents throughout the Museums, and across the University. Excellent judgment, discretion with confidential information, and decision-making skills. Must be self-motivated and able to work independently and as a team member in a work environment of multiple and conflicting priorities. Demonstrated computer skills, including knowledge of a wide range of software, and graphics tools; experience with Harvard financial systems and University policies preferred.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 48603BR
About Harvard University Art Museums
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.