Association of Academic Museums and Galleries

POSITION SUMMARY: 

The Middle American Research Institute (M.A.R.I.) at Tulane University seeks a Collections Manager to oversee its collection of artifacts and archival materials. Reporting to the Director of M.A.R.I., the Collections Manager is responsible for developing and executing a modern conservation plan to systematically maintain and curate the collection and archives and accept and process donations. Additionally, this position facilitates access to the collection and archives, manages the database, provides environmental monitoring, manages exhibitions, and supervises student employees, interns, volunteers, and research fellows.

M.A.R.I. has more than 35,000 ethnological and archaeological objects representing a century of donations, stewardship, and research. Although mostly consisting of materials from Mexico and Central America, the collections have important and pedagogically useful artifacts from South America, the prehistoric southwest and southeast of the United States, and an assortment of objects from Asia and Africa. Regarding the archival collections, M.A.R.I.’s stewards thousands of documents, photographic images, negatives, and slides relating to the exploration and scholarship of Mesoamerica.

REQUIRED EDUCATION AND EXPERIENCE:

• At least a bachelor’s degree in an appropriate field (museum studies, anthropology/archaeology, or conservation).
• At least three years of collection management and preventative conservation collection care experience or an equivalent combination of education and experience.
• At least three years of experience with database management.
• Familiarity with state, national, and international cultural heritage and antiquity laws.
• Experience working with a range of collection types including artifacts, ethnographic materials, photographs, and archival documents.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES/COMPETENCIES TYPICALLY NEEDED TO PERFORM THIS JOB SUCCESSFULLY: 

• High level of proficiency with collections management databases and data strategies.
• Demonstrated knowledge of archival and collection activities including accessioning, cataloging, permits, object loans, safe object handling, conservation, integrated pest management, storage practices, security measures, and professional museum standards and best practices.
• Demonstrated ability to supervise and train students, including organizing, prioritizing, and scheduling work assignments.
• Ability to gather data, compile information, and prepare reports.
• Ability to manage and impart information to a range of clientele. 
• Ability to use independent judgment, make decisions, be self-directed, work independently, and show motivation.
• Excellent interpersonal, oral, and written communication skills.
• Ability to move projects forward in a timely fashion, working both independently and collaboratively.
• Ability to push, pull, lift, carry, and move objects weighing up to 40 pounds.
• Attentive to detail.

PREFERRED QUALIFICATIONS: 

• Master’s degree in appropriate field. 
• Experience designing and/or installing exhibits.
• Experience writing grant proposals.

ESSENTIAL FUNCTIONS:

Function: Collection Management and Conservation

• Evaluate the object collection and identify immediate and future conservation needs.
• Develop a comprehensive conservation plan to be enacted once funding is secured.
• Coordinate conservation treatments for collection objects.
• Identify damaged, redundant, or inappropriate objects for deaccessioning and disposition, ensuring adherence to best practices and maintaining legal documentation.
• Oversee digitization efforts to render M.A.R.I.’s object and archival collections digitally accessible.
• Conduct and supervise research on object and archival collections to ensure accurate provenance, donor information, and histories.
• Manage the accession process for newly donated objects and documents, including evaluation of legal status and relevance.
• Receive, prepare, and catalog new acquisitions and gifts-in-kind, creating object files and necessary paperwork.
• Maintain detailed records and object files, ensuring accurate documentation of object and archival collections, including photography.  
• Assist in seeking external funding to renovate and expand M.A.R.I. collections facilities to re-house the Institute’s extensive documents and photographs properly, acquire new storage solutions to accommodate a growing collection, and secure proper off-site storage for the Institute’s bulkier objects.
• Supervise physical transfers for objects on loan or in storage.
• Improve storage facilities for physical collections and archives.
• Create an annual budget for the object and archival collections.
• Identify areas for improvement in collection management and conservation practices.

Function: Database Administration

• Develop and maintain an integrated master database for object and archival collections.
• Promptly input data and photography into the database.
• Create and maintain a comprehensive data entry user manual.
• Establish data entry standards and procedures, ensuring accuracy and consistency.
• Provide training and ongoing support to user accounts.
• Conduct periodic data entry checks to ensure quality assurance.
•  Lead and participate in data cleaning efforts to maintain database integrity.
• Serve as the liaison with software representatives for system support and enhancements.
•  Digitize images, generate reports, develop metadata, and oversee software upgrades and security migrations.
• Stay informed about best collections management and technology practices, particularly related to M.A.R.I.’s collection management system.

Function: Personnel Management

• Train and supervise research fellows and student workers.
• Recruit, train, and oversee an ever-changing team of interns, and volunteers engaged in collection, archives, and gallery related work. 
• Develop job descriptions and work assignments for student workers, interns, and volunteers.
• Attend intern and volunteer fairs on campus to promote opportunities with MARI.

Function: Public Engagement and Outreach Coordination

• Serve as the primary contact for physical and digital access to object and archival collections, responding to research inquiries from students, faculty, guest curators, and researchers.
• Manage requests for information, photo rights, reproductions, intellectual property, and provenance issues related to collections and archives.
• Expand community outreach to local primary and high schools, organizing visits to the Institute and coordinating guest lectures by M.A.R.I. staff. 
• Promote M.A.R.I. collections, both archives and objects, to Tulane faculty to enhance curricular diversification. Organize orientations and workshops open to faculty to increase the visibility of MARI’s collections and encourage the inclusion of materials analysis in various disciplines.
• Seek and develop collaborative ventures with similar institutions within the University and local community, such as the Newcomb Art Gallery, The Latin American Library, and the New Orleans Museum of Art.
• Manage copyright permission requests for publications, publicity, marketing, and related uses.
• Assist M.A.R.I. staff, interns, and volunteers with social media engagement, the Tulane Maya Symposium, and other events.

Function: Facilities and Safety Management

• Create and maintain best practices and procedures for collections and archives care, ensuring proper security measures, environmental conditions, and pest control, comply with safety code requirements.
• Oversee the Risk Management Plan, arranging certificates of insurance for objects, and implementing the Disaster Plan if needed to safeguard object and archival collections.
• Conduct environmental monitoring of collections, archives, and gallery areas. Generate reports to ensure safe storage, exhibition, and care of the collections.

Function: Exhibition Coordination and Management

• Develop new gallery exhibits every 2 to 4 years, overseeing all aspects of the process, including project budget management, checklist preparation, image selection, and object-related research.
• Supervise the installation and de-installation of exhibits, which includes training students and preparing necessary materials for exhibit changes.
• Manage exhibition coordination, including agreements for incoming and outgoing loans, shipping, receiving, packing, condition reporting, insurance certificates, and object security.

Application instructions and information about Tulane University can be located at https://hr.tulane.edu/jobs.