Collections Assistant

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.

Combine your art handling and customer service skills in the Art Study Center of the Harvard Art Museums. Unique in size and scope among North American museums, the expansive Art Study Center allows visitors to request objects not currently on display in the galleries, facilitating self-directed teaching and learning from works in all media. Reporting to the Manager of Collections Operations, the Collections Assistant will be responsible for a variety of tasks involved in providing a safe environment for the works of art in the Harvard Art Museums’ collections. This public facing position will also monitor classes and appointments in all of the Harvard Art Museums’ facilities, engaging with visitors in a professional and courteous manner. This position will be required to work in both Cambridge and Somerville facilities as assigned and perform other duties as required.

Job-Specific Responsibilities:

Safely execute the physical movement of artwork and complete all related documentation. The Collections Assistant will assist in making assessments concerning the safety of artwork and take the necessary action and/or report problems to the appropriate staff.

• Ensure the safe and timely preparation of works of art for by handling and moving art in the galleries storage areas and all art viewing spaces.
• Properly set up display furniture for appointments in all of the art viewing spaces and remove at the close of these appointments.
• Track and update art movement data in museum database system.
• Monitor class and study appointments as assigned.
• Provide instructions to visitors regarding the Art Study Centers guidelines and policies at the start of class and study appointments.
• Provide clear art handling instructions to visitors.
• Correct visitor behavior when necessary to protect the safety of the artwork.
• Assist with object handling during class and individual study appointments.
• Answer visitor questions regarding the artwork to the best of his/her ability using the collection information in the Museums’ database.

Art handling staff in the Collections Access Department will act as lead contact, on a rotating basis, for the following areas of responsibility as determined by the Assistant Director for Collections.

Focus: Art Movement

• Receive Collections Management Form requesting art moves relating to conservation or photography workflow
• Review and resolve art request conflicts
• Produce and communicate daily electronic documentation
• Identify logistical challenges for display in photo studio and/or prep artwork needed to expedite photography
• Assist with art handling and photo installation as needed

Focus: Art Viewing Appointment

• Verify artwork storage location and accessibility
• Reach out to conservation/curatorial staff as needed depending on visit parameter
• Communicate storage activity to appropriate CM staff
• Point of contact for ASC reception staff to review and resolve visit conflicts
• Track and schedule all maintenance updates/repairs involving art study viewing spaces

Focus: Collections and Storage

• Review and analyze all transit requests for works from the collections, communicate to all constituents
• Oversee shipment coordination including object review; packing; documentation and receiving; unpacking; disbursal as requested
• Update and maintain Basecamp Transit project with all relevant packing deadlines and identified packing challenges
• Create and maintain TMS shipping record; take and upload relevant packing and transit digital images
• Create storage housing as needed
• Enter appropriate handling/storage notes in TMS
• Clean and maintain storage space and storage furniture
• Consistently review and update storage housing to ensure art safety and maximize space
• Participate in quarterly collections audit process and resolve any location discrepancies

Focus: Acquisitions

• Receive and process acquisition unpacking requests from registrar staff
• Document unpacking process by taking digital images
• Create storage housing as needed in consultation with conservation staff as required
• Enter appropriate handling/storage notes in TMS
• Facilitate Preliminary Acquisitions and Loans Review meetings (ie. set-up, break-down)
• Track artwork in staging areas and move artwork to storage locations after it is approved in the Acquisitions Meeting
• Update all relevant bar codes with accession numbers

This position is based on-site. Work schedule is Monday-Friday, 10 am-6 pm.

Physical Requirements: Ability to lift up to 50 lbs. Ability to walk, stand, stoop, push, and pull; must be able to reach and work above the shoulders, climb ladders, lift, kneel, twist, and squat. There will be local travel between Harvard Art Museums venues in Cambridge and Somerville, MA.

Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

• Minimum of two years of art handling or related experience.

Additional Qualifications and Skills:

Bachelor’s Degree strongly preferred. BFA in studio art or design or BA in art history or Museum Studies preferred; consideration will be given for equivalent related work experience. Ability to work both independently and as part of a coordinated team. Strong desire to work with public. Experience working with the public in a customer service environment strongly preferred. Excellent interpersonal and communication skills (written and verbal). Demonstrated experience with handling and installing a variety of art objects experience, preferably in an art museum or gallery. Experience with gallery preparation; matting and framing skills; woodworking skills; mechanical ability and shop experience preferred. Proficiency with computer software. Familiarity with The Museum System (TMS) is preferred. Demonstrated ability to prioritize tasks and to meet competing deadlines in a fast-paced, deadline-driven environment. Proven ability to establish and maintain effective working relationships with a variety of individuals and groups.

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Harvard University requires pre-employment reference and background screenings: Identity and Criminal
• Other Information:
  • This position may be required to work occasional evenings and/or weekends.
  • This position will have a 3-month orientation and review period.

#LI-CS1

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

PI284930515