Collection Manager

The Collection Manager will oversee the comprehensive care, documentation, logistics, preservation, and transactional lifecycle of a private collection of artifacts. The collection consists of 19th - early 20th century historical Americana, focusing on the Wild West period. This role combines precise museum-standard record-keeping with hands-on collections care, while actively managing the buying and selling of objects through global auction houses and online marketplaces.

The ideal candidate possesses experience in database management, art handling, alongside a strong visual sense for exhibition display and basic installation technical skills. The position requires a proactive problem-solver who can operate autonomously, multi-task, and effectively coordinate with collection care professionals.

Schedule & Commitment

Status: Part-Time, Permanent

Hours: 25–32 hours per week

Schedule: Consistent schedule to be mutually agreed upon

Pay: $27–40/hour. Commensurate with experience.

Key Responsibilities

1. Exhibition Display, Design, and Installation

Gallery & Display Design: Design and layout aesthetic, safe, and engaging object displays within private galleries as the collection changes.

Hands-on Installation: Securely hang and position artwork and artifacts; possess proficient knowledge of basic tool handling, hanging hardware selection, and leveling techniques.

Vendor Management: oversee external specialists when needed, including:

Custom Mount Makers for delicate or complex 3D artifacts.

Archival Framers for historical prints, paintings, or documents.

Specialized Conservators for material stabilization before display.

2. Acquisitions, Sales, and Auction Management

Auction Liaison: Act as the primary point of contact for auction houses and online sales platforms.

Buying & Bidding Support: Conduct pre-sale research as needed: ie. provenance verification and price analysis; manage bidding registration and post-sale payments.

Post-Sale Logistics: Coordinate with sellers to secure necessary packing and shipping for all incoming purchases.

Consignment & Deacquisitions: Manage the outward sale of items, including negotiating favorable consignment terms, finalizing contracts, and safely packaging and securing transportation of outgoing shipments.

Market Monitoring: Track relevant auctions, and private sales opportunities relevant to the collector's specific areas of interest.

3. Registration, Documentation, and Database Control

Database Management: Maintain, audit, and systematically update the primary CatalogIt database for all incoming and outgoing objects.

Record Keeping: Generate and organize both physical and digital records for all newly acquired objects, including related research, purchase invoices, object images and dimensions, and any available provenance history.

Inventory Auditing: Perform regular physical spot-checks, location tracking, and annual inventories across all display locations and storage areas.

4. Preservation and Care

Environmental Monitoring: Oversee and monitor environmental conditions (relative humidity, temperature control) across all galleries and storage locations. Manage quarterly HVAC maintenance with technicians.

Condition Reporting: Generate condition reports immediately upon purchase delivery and prior to outgoing sales.

Gallery Maintenance: Regularly maintain cleanliness of all galleries, including dusting of displays, vacuuming floors and fabric mounts, etc.

Qualifications & Core Skills

Education: Bachelor’s degree in Museum Studies, Art History, Archaeology, Archival Studies, or a closely related field required.

Experience: 1–3+ years of experience working in collections care within a museum or historical institution, as well as knowledge of best practices, care, and handling of collection objects.

Technical Proficiency: Extensive familiarity with professional collection software alongside standard technology trouble-shooting.

Installation Skills: Practical, hands-on experience handling tools, measuring accurately, and installing a variety of 2D and 3D mediums.