Manager of Collection Services

Overview

The Yale University Art Gallery - the oldest university art museum in the country - exhibits and maintains a world-class encyclopedic collection of over 300,000 objects. The collection is overseen by 12 individual curatorial departments, is used extensively for teaching and research and is comprised of objects in all media - ranging from monumental sculpture to portrait miniatures, from Japanese screens and scrolls to ancient ceramics from Meso-America, from time-based media to Indo-Pacific shadow puppets.

The majority of the collection which is not on view is stored in an offsite facility devoted to teaching, scientific research, digital reproduction, and conservation treatment. The Manager of Collection Services oversees the physical storage, packing and movement of all collection objects and manages the staffing, operation, and maintenance of all collection storage spaces within this West Haven, Connecticut facility. The Art Gallery maintains total storage square footage of over 60,000 square feet, which is comprised of spaces dedicated to the study of 40,000 of the collection’s small three-dimensional objects (The Wurtele Study Storage Center), 1,300 of the collection’s furniture examples (The Hume Center), painting screen storage, and high-density 3-D storage space.

Working directly and collaboratively with the Conservation, Registrars, Curators and Exhibitions departments, the Manager of Collection Services is responsible for implementing collections care strategies and for keeping up to date with and improving on industry standards for collection stewardship. The position participates in an active integrated pest management program, in ongoing monitoring of environmental conditions within storage spaces, and in preparation for collection-related emergency response.

The Manager will supervise and task a permanent staff of five (5) Museum Technicians and one administrative assistant, as well as fixed duration staff of up to 5 project-focused technicians.

The Manager maintains a regular art shuttle program between the Gallery’s West Campus and New Haven facilities and ensures federal state and local compliance in operation of its transportation equipment. The position also oversees technical/logistical aspects of collection move projects, provides loan/acquisition/incoming collection/traveling exhibition art movement, provides staffing for all departmental activities both at West Campus and in the downtown gallery buildings, and supports the work of the Visual Resources, Conservation, Education Departments for their respective work in documenting, treating, and teaching from the collection. The Director reports directly to the Deputy Director of Exhibitions, Collections and Facilities.

Essential Duties

• Schedules and directs the work of Collections staff in the execution of safe and timely art movement, storage, access, and maintenance of the collection.
• Responsible for hiring and supervision of Museum Technicians, distribution of work assignments, training, reviewing work, and discipline as necessary.
• Develops detailed schedules as they pertain to staff hours, work assignments, work locations, timing of various phases of activity, and integration with permanent collection activities including outside contractor availability.
• Develops and coordinates scheduling and staffing of multiple projects in concert with Exhibitions, Registrars, Conservation and Curatorial departments.
• Provides feasibility input for move projects, infrastructure and construction projects and improvements, large collection processing and ingestion, and facilities projects.
• In communication and consultation with appropriate stakeholders, acts as Gallery contact for facility-related activities within collection and collection-support spaces.
• Participates in strategic planning for collection facilities, stewardship, staffing and movement processes.
• Working with Conservation, Registrars, Security and Facilities Departments and with University partners and governing entities, participates in the development and implementation of best practices for monitoring storage conditions and environments.
• Partners with Gallery and University partners in providing coordinated access to collection objects in Gallery and shared storage spaces.
• Provides coordinated access for Gallery partners and coordinates staff support for collection activities within study/storage spaces, supporting such activities as exhibition preparation, acquisition processing, research, photo documentation, object study sessions, and other collection-related uses.
• Determines use and selection of outside contractors for specialized needs including storage system design, crating, and technical assistance and for the purchase of specialized equipment. Reviews work of contractors and suppliers to ensure adherence to project expectations and Museum standards.
• Works to develop and improve Gallery-wide access to Facilities information, environmental data, construction and project specifications and processes through use and refinement of technology tools.
• Maintains currency with new products, technology and developments in field and investigates new technologies for appropriate applications in collections care. Shares developments in the care of objects with the museum field at large, through conference attendance and presentation, and through contact with other museum professional organizations.
• Identifies, purchases, and maintains equipment to ensure the safe handling, storage and presentation of the collection and the physical safety of departmental staff.
• Working with Fleet Management, identifies, purchases/leases, and maintains all vehicles required for art movement. Insures proper periodic training to conform to university, manufacturer, and municipal and FMSCA safety guidelines.
• Interfaces with Yale’s Office of Environmental Health and Safety (OEHS) to maintain safe working environments.
• Interfaces with the West Haven Fire Marshal on special projects.
• Oversees mount making, CNC and woodshop fabrication activities.

Required Skills and Abilities

1. Previous art museum collection experience. Knowledge of art handling, packing, crating, material handling best practices.
2. Proven ability to work well within a team environment and to manage the accomplishment of tasks across organizational work units.
3. Technical competence using hand and powered moving equipment.
4. Demonstrated success in managing complex projects to conclusion, meeting deadlines and staying within projected budget. Excellent oral and written communication skills.
5. Evidence of ability to analyze complicated logistics, to design clear plans for addressing them, and to lead others in the accomplishment of project objectives.

Preferred Education and Experience

1. Bachelor’s degree and a minimum of 5 years professional experience, 2 of which include demonstrated success as a project manager and staff supervisor, or a combination of experience and education.
2. Previous supervisory experience within a large organization.
3. Previous experience with PIV (Powered Industrial Vehicle) equipment.

Principal Responsibilities

1. Supervises the day-to-day activities of support staff.
2. Assesses and resolves or escalates problems arising within unit.
3. Assists in the development of policies and procedures in support of unit.
4. Assists in long-range planning for work unit needs.
5. Participates in unit budget planning.
6. Evaluates work requests to determine if they are appropriate to the unit or another area.
7. Ensures that work flow is organized and staffed for quality efficient completion.
8. Communicates deadlines and special circumstances to staff.
9. Maintains equipment and supplies for unit.
10. Completes evaluations of direct report employees.
11. Interacts with University personnel to define work assignments and requirements, communicate progress of work, and plan and coordinate projects.
12. Interacts with external sources to coordinate work necessary to fulfill projects, keep abreast of new products and technologies, or arrange for subcontractors.
13. Supervises a staff of exempt and non-exempt employees.
14. Performs other duties as assigned.

Required Education and Experience

Minimum requirement of Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.