Collections Manager - Art, Archives, and Special Collections

Job Purpose

The Collections Manager is responsible for the operational stewardship, documentation, organization, preservation, and secure storage of MBZUAI’s physical archival and special collections. Reporting to the Head of Art, Archives, and Special Collections, the role ensures proper acquisition, cataloguing, conservation, and access to physical records, artifacts, and institutional heritage materials. The position supports the implementation of MBZUAI’s collection and archival strategy by maintaining collection integrity, ensuring compliance with international standards, and facilitating controlled access for research, institutional memory, and exhibitions.

Key Responsibilities

Collection Documentation and Governance

• Support the Head in implementing acquisitions, commissions, and collection development initiatives through operational planning, documentation, and logistics coordination.
• Manage accessioning with thorough documentation of archival and heritage materials in alignment with institutional collection policies.

Cataloguing & Classification

• Lead the operational arrangement, description, cataloguing and labeling of physical collections in accordance with archival and museum standards.
• Maintain classification systems to ensure logical organization and retrieval.
• Ensure accurate metadata entry into archival systems, supported by the Digital Archives Specialist.

Loans, Exhibitions and Object Movement

• Manage object movement, packing, international shipping, courier arrangements, and insurance coordination.
• Oversee loan documentation, indemnity arrangements, and compliance with loan conditions.
• Support installation and deinstallation of exhibitions under the curatorial direction of the Head and maintain associated risk assessments.

Storage, Handling and Collections Care

• Oversee storage environments and implement approved handling and collections care procedures for artworks, rare books, scientific instruments, and artefacts, ensuring compliance with departmental policy and conservation best practice.
• Conduct and document condition assessments before and after movement, exhibition, or loan.
• Implement approved environmental controls and monitoring, conservation coordination, and collections emergency preparedness, in coordination with Facilities.

Access & Research Support

• Facilitate controlled access to collections for authorized users, including researchers and institutional stakeholders.
• Support academic and historical research requests.

Compliance & Documentation Integrity

• Maintain collections operations in compliance with national and international archival and shipping standards.
• Maintain secure documentation of provenance and authenticity.
• Support audit and governance requirements related to physical collections.

Digitization and Digital Asset Coordination

• Oversee and coordinate digitization of physical artworks and special collections materials, including image capture standards, file naming conventions, and metadata alignment in support of departmental access and exhibition priorities, and in coordination with the Digital Archives Specialist.

Other Duties

• Carry out all other duties as reasonably directed by the line manager that are commensurate with these functional objectives.

Academic Qualifications

• A Bachelor’s degree in Archival Studies, Library and Information Science, Museum Studies, History, or related discipline.
• A postgraduate degree will be preferred.

Professional Experience

Essential

• Minimum of 8-12 years’ experience in collections management, archives, or museum environments.
• Demonstrated experience in physical collections management and cataloguing.
• Strong understanding of archival standards and preservation practices.
• Proven ability to manage sensitive historical materials.

Preferred

• Experience within higher education institutions.
• Familiarity with UAE regulatory frameworks related to heritage.
• Professional certification in archives or collections management.