Collections Management Coordinator

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Ever since their founding, The Harvard Art Museums— the Fogg Museum, Busch-Reisinger Museum and Arthur M. Sackler Museum— have been dedicated to advancing and supporting learning at Harvard University, in the local community, and around the world. Displayed in galleries that mix not only media but schools of art, the collections at Harvard are celebrated and interrogated within a larger story of artistic expression and historical and contemporary issues.

The diverse collection is among the largest in the United States. Through research, teaching, professional training, and public education, the museums strive to advance the understanding and appreciation of art.

The Collections Management Coordinator is a key position that directly contributes to the smooth and successful operation of one of the country’s premiere art museums. Reporting to the Director of Collections Management, the Collections Management (CM) Coordinator supports division activity; manages special projects both within the art museums and the Harvard University campus; performs a wide range of administrative duties that may be routine or complex and are often confidential.

Primarily supporting the goals of the division director, the CM Coordinator will communicate with and provide services to a broad selection of internal and external contacts at all organizational levels. A critical success factor is the ability to anticipate and resolve problems.

• Provide administrative support for the division director and division:
  • Manage director’s calendar and coordinate complex schedule of meetings between multiple sites across campus
  • Serve as point person for the Collections Management division, including updating departmental information on the Museums’ website and internal wiki page
  • Sign artwork in and out of all museum buildings, including same-day art form, art and non-art release forms as well as the receiving and releasing of fine art shipments as necessary
  • Assist director with compliance screening documentation
  • Gather and maintain statistical data, prepare annual reports
  • Coordinate and serve as point person for departmental onboarding of new staff
  • Create PowerPoint presentations and supporting documents for meetings
  • Attend meetings and record minutes including action items
  • Provide support as needed for budget coordination and tracking, purchasing, invoice processing, and other division financial activities.
  • Assist the Director of Collections Management with the annual budget submission and review of quarterly reports.
  • As needed, provide administrative support across the division, including partnering with the Staff Assistant, Registration.
  • Assist Division Director with the creation and implementation of streamlined workflow systems.
• Provide oversight of Art Incident reporting and tracking:
  • Lead Art Incident quarterly meetings, document and communicate all decisions, implementing where appropriate, with division director approval as needed.
• University and academic project support
  • Manage Student Opportunities program for Collections Management. Document available internship programs. In consultation with Director of CM and Department Heads (CM), organize information and submit annual requests, coordinate hiring process.
  • Coordinate all campus art program needs:
    • Respond to all inquiries regarding university collections across campus, primarily those managed by the…