Collections Access Coordinator - Colby College Museum of Art

09 May 2022 4:11 PM | Anonymous member

Full-Time, Exempt, Salaried, Administrative Staff Appointment

The collections access coordinator facilitates collection access through digital and physical means to make museum holdings accessible to a broad range of audiences, through continued maintenance and development of the museum’s collection database as well as through the coordination of curricular and scholarly use of artworks by Colby faculty, students, and other scholars and researchers. Reporting to the manager of collections, this position works closely with the museum’s registrars, senior preparator, and academic engagement team.


Digital Access and Collections Coordination (75%):         

  • Collaborate with registrar for collections on acquisitions intake and cataloging
  • Manage digitization of collections, including data input into Embark database, basic photography of objects, image linking and post-production work
  • Help manage collection object files and create files for new acquisitions
  • Enhance collection access through the museum’s website; monitor, maintain, and troubleshoot Embark Web Kiosk user experience, in consultation with registrar for collections and digital projects developer
  • Facilitate photography and video shoots in galleries
  • Coordinate digital scans of 2-D photographs and works on paper
  • Rehouse and reorganize new media artwork in storage
  • Create and update rack inventory card systems
  • Collaborate with registrar for collections to maintain documentation of the Lunder Collection, including archive materials, appraisals, deeds, lists, and promised gifts
  • Research undocumented artworks in storage and present to curatorial for formal accession consideration
  • Coordinate with Mirken fellow as needed to facilitate incoming rights and reproduction requests, invoices, and payments
  • Coordinate, monitor, and prepare reports on student, faculty, and researcher access to collection object records
  • Provide access to collection works and records to visiting scholars and researchers
  • Collaborate as needed on other aspects of collections and exhibition maintenance, including but not limited to: condition reports, archival organization and data tracking, supervising incoming and outgoing shipments, overseeing packing, generating receipts

Academic Access Coordination for the Landay Teaching Gallery (25%):

  • With Linde Family Foundation coordinator of academic access, prepare checklists and track changes for class visits
  • Coordinate between collections and preparator staff in evaluating, pulling from storage, and rehousing works requested for class visits
  • Facilitate class visits by accompanying faculty and students and handling objects as necessary


  • Bachelor’s degree or the equivalent in education and experience; coursework in art/art history, humanities, cultural studies, or museum studies preferred
  • Minimum 1-2 years of relevant professional work experience
  • Knowledge of art museum database software (TMS or Embark preferred)
  • Ability to work collaboratively with staff, students, faculty, and other campus and community partners
  • Excellent oral, written, and interpersonal communication skills, including strong relationship skills and ability to work with people at all levels
  • Strong, self-motivated work ethic, flexibility, and proven ability to work both independently and collaboratively as a member of a diverse community
  • Excellent organizational skills, ability to consistently meet deadlines and follow-through on tasks
  • Strong critical thinking and problem-solving skills
  • Proficiency with Microsoft Office software and Google applications; comfort with or ability to learn basic Adobe Creative Suite tools (Photoshop, InDesign)
  • Ability to lift 40 pounds, climb ladders, and stand for long periods of time
  • Appreciation for the value of a liberal arts education and commitment to fostering an equitable educational and work environment supportive of people from different cultures, backgrounds, and life paths

For more information and to apply visit:

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Maine Archives and Museums

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