Job Posting: Collections Assistant/Archives Coordinator (Temp/Part-Time), Phillips Exeter Academy, Exeter, NH

The Lamont Gallery has launched a Collections Management Initiative in order to identify works in its collections, conduct a complete inventory of objects, identify and care for these objects, and explore the future goal of creating a sustainable collections program. The Collections Assistant/Archives Coordinator will contribute to research, inventory, and object care activities in support of this initiative. This position will report to the Lamont Gallery Director and Curator and Collections Manager.

Key Accountabilities

  • Assist the Collections Manager in the comprehensive physical inventory of objects in Lamont Gallery storage and throughout campus
  • Under the direction of the Collections Manager, contribute to processing of the Lamont Gallery archives for short-term functionality (including contributing to provenance research) and for long-term sustainability (the future development of a searchable electronic record of the gallery’s history and that of the individual objects in its collections)
  • Assist in compiling a narrative timeline of the Lamont Gallery’s collecting history; contribute to reports on key objects, donors, and related gifts
  • Assist Collections Manager and Gallery Manager in the proper installation of art for gallery display, using the standards/best practices as articulated by AAM and AAMG
  • Provide access to the collection as directed by Collections Manager in support of PEA community members engaged in research and scholarship pertaining to Lamont Gallery collection
  • Identify and organize materials and documents for Lamont Gallery Director and Curator for donor and advancement reports and for collections/archival research for special projects
  • Guided by Director and Curator and/or Collections Manager, conduct archival research in other institutional archives to support Lamont Gallery Collections Initiative
  • Support other special collections-related projects as necessary

Computer and Other Qualifications for Position

  • Computer 90%, Fax machine 5%, copier 5%
  • Proficiency with Microsoft Word, Excel, Access and PowerPoint, Email, the internet

Position Requirements

Skills & Knowledge

  • Strong organizational, communication, and computer skills
  • Fluency with Microsoft Office and Adobe Creative Suite products
  • Familiarity with museum collections management systems a plus
  • Ability to work independently and as part of a team, ability to juggle multiple projects and prioritize
  • Attention to detail and discretion
  • Flexibility and inventiveness in problem-solving collections issues with minimal resources
  • Familiarity with academic art gallery, educational collections, and residential arts programs preferred
  • Excellent communication (written and verbal) skills
  • Ability to work independently and handle multiple priorities and deadlines simultaneously
  • Demonstrated ability to collaborate with teammates by
    building trust and credibility
  • Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact


  • Minimum of one year of fine art handling or equivalent gallery or collections experience is required
  • Some experience in archives management strongly preferred
  • Experience in conducting art historical and/or archival research


  • Bachelor’s degree in art history, museum studies, library science or related field required

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Ability to sit in a normal seated position for extended periods of time
  • Reaching by extending hand(s) or arm(s) in any direction
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example using a keyboard
  • Communication skills using the spoken and written word
  • Ability to see with normal parameters
  • Ability to use a visual display terminal with continuous wrist movement on a keyboard
  • Ability to hear within normal range
  • Ability to lift and transport up to 25lbs with or without assistance

Additional Requirements

  • Successfully complete a criminal background check (reviewed every 3 years)
  • Clean Driving record (reviewed annually)
  • Ability to successfully complete a pre-employment physical/health screening examination which may include a drug screening (position dependent)

Deadline to apply: July 18, 2016

How to Apply: Submit an application ( AND cover letter and a current resume (PDF or MS Word format) to Please indicate in the subject line: Collections Assistant. The successful candidate for this position will be subject to a comprehensive pre-employment background check.

Full post (PDF):

Full post #2:


Leave a Reply

Your email address will not be published. Required fields are marked *