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Collection Manager

  • December 31, 2018 1:56 PM
    Message # 6978148
    MANY Staff (Administrator)

    Approximate Salary: 

    45000.00 Per Year 


    New York, New York


    United States

    Position Type:

    Full Time

    Required Experience:

    5 - 10 years

    Required Education:

    Bachelor's Degree

    Job Title: 

    Collection Manager

    Collection Manager

     The Collection Manager is responsible for the overall maintenance of the collection belonging to the Fire Department of the City of New York. Specific responsibilities of the position include:


     Collection Duties 

     Maintain the collection and archive


    • Undertake and/or oversee cataloging and photographing of collection
    • Maintain inventory of collection
    • Preserve artifacts on display and in storage, ensuring proper materials are used for exhibition and storage
    • Take adequate security measures to protect artifacts on display and in storage
    • Maintain collection database, both electronic and/or hardcopies. Ensure integrity of data and of backups.
    • Maintain the cleanliness of all artifacts on display and in storage
    • Maintain “On-Line Catalog” on Museum website and keep current
    • Conduct Grant Research, Application, Management
      • Identify grant funding opportunities relative to collection management, preservation, conservation and/or exhibition
      • Assemble data and documents necessary for grant submissions
      • Complete grant applications
      • Review grant applications with Executive Director and Bookkeeper prior to submission
    • Manage artifact conservation
      • Maintain condition reports on artifacts
      • Identify artifacts in need of conservation
      • Research available resources for specific conservation or preservation needs
        • Conservators
        • Grants
        • Donors
      • Manage conservators under contract
      • Ensure that conservation work done by contractors meets expectations and contractual obligation
      • Perform tasks relative to funding of conservation as described above
    • Oversee internship program
      • Work with educational institutions who have internship programs
      • Maintain relationships with institutions who have provided interns
      • Comply with requirements of internship programs
      • Evaluate interns per requirements of internship programs
      • Train interns on proper policies and procedures of the NYCFM
    • Provide input for development of annual budget relative to the need for artifact conservation and/or preservation needs within the collection area


    Curatorial Duties


    • Conduct Research
      • Research history of artifacts and maintain records in catalog entries
      • Prepare and design informational signage for artifacts on display
      • Respond to requests from researchers for information on artifacts and FDNY history
      • Write report on collection for the Museum’s Annual Report
      • Write column in Museum’s quarterly newsletter on collection and exhibit topics
        • Manage Displays
        • Develop long-term plans to turnover exhibits that have been on display for prolonged periods of time
        • Develop, design, assemble temporary exhibitions
        • Work with vendors for the design, purchase and installation of display material


     Registration Duties


    • Working with Executive Director and Collections Committee, accession/deaccession objects and artifacts for the collection
      • Respond to offers of artifact donation
        • Determine if potential donations fit scope of collection
        • Ensure that all documentation of provenance is provided and is accurate
        • Validate authenticity of items being donated
        • Report any questionable items to the Executive Director
        • Build the collection by working with Museum staff and Board to secure grants and gifts
      • Stay abreast of events in NYC and FDNY to identify objects that should be acquired to preserve the history of the event for the FDNY
      • Working with the Executive Director and Collections Committee and working within standard museum ethical practices, legal requirements of and any and all legal restrictions, deaccession items according to the Museum’s Deaccession policy
      • Conduct Outreach and Collaboration
        • Work with third parties with regard to the archive and collection
          • Oversee use of artifacts for media productions
        • Incoming/Outgoing loans
          • Perform condition reports on artifacts as they enter/leave the collection
          • Maintain loan agreements/contracts
          • Perform condition site visits as necessary
        • Image Licensing
          • Respond to requests for use, maintain licensing agreements, manage payments and delivery of images


    1. General Staff Expectations


    • Contribute to Museum Development
    • Communicate regularly with Executive Director and keep him/her apprised of activities within areas of responsibility.
    • Participate as directed in Museum activities, including events and projects
    • Attend Board of Trustee meeting(s) when requested
    • Develop ideas for new Museum initiatives relative to the collection and/or Museum activities and events
    • Other tasks as assigned by Executive Director


     Reports to: Executive Director

The Museum Association of New York strengthens the capacity of New York State’s cultural community by supporting professional standards and organizational development. We provide advocacy, training, and networking opportunities so that museums and museum professionals may better serve their missions and communities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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Troy, NY 12180 USA

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