Collections Management Coordinator

Job Description

The Collections Management Coordinator at Harvard Art Museums supports division activity, manages special projects and performs a wide range of administrative duties. The role communicates with internal and external contacts and anticipates and resolves problems.

• Provide administrative support for the division director and division
  • Manage director’s calendar and coordinate complex schedule of meetings across campus
  • Serve as point person for Collections Management division, updating departmental information on the museums’ website and internal wiki page
  • Sign artwork in and out of all museum buildings, handle shipping and release forms
  • 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
  • Support budget coordination, purchasing, invoice processing, and other division financial activities
  • Assist the Director of Collections Management with annual budget submission and quarterly report review
  • Provide administrative support across the division, partnering with the Staff Assistant, Registration
  • Assist Division Director with creation and implementation of streamlined workflow systems
• Provide oversight of Art Incident reporting and tracking
  • Lead Art Incident quarterly meetings, document and communicate decisions
• University and academic project support
  • Manage Student Opportunities program for Collections Management, document internship programs, coordinate hiring
  • Coordinate campus art program needs, answer inquiries, assess requests, schedule installations, manage movement for emergencies or renovations
  • Coordinate with borrowers, shippers, security and staff to ensure timely completion of campus art projects
  • Lead the print rental program annually, manage pick‑ups and returns
• Collaborate with Director and colleagues to reassess Campus Art procedures, ensuring program meets university and museum needs
  • Explore innovative ways to support, enhance, clarify and maintain information related to collections
  • Liaise with curatorial and conservation staff at museum and on‑campus partners

Office setting; ability to move through multi‑story museum buildings, climb stairs, lift objects up to 15 lb. Occasional local travel to other campus locations and museum sites in Cambridge and Somerville, MA.

Basic Qualifications: Minimum five years of related experience, including museum administration.

Additional

Qualifications and Skills:

Bachelor’s degree preferred; finance experience preferred (budget tracking, invoice processing, purchasing). Proven analytical, time‑management, problem‑solving skills; excellent oral and written communication; discretion with confidential information; self‑motivated, able to work independently and as a team member. Knowledge of museum systems, Harvard financial systems, and university policies preferred.

• Standard Hours/
  
  Schedule:
  
  35 hours per week
• Visa Sponsorship:
  Not provided
• Pre‑Employment Screening:
  Reference and background screenings (Identity and Criminal)
• Orientation: 3‑month orientation and review period
• Hybrid position based in Massachusetts; occasional evening or weekend hours may be required
• Work schedule and location determined by department; compliance with policy on employment outside Massachusetts

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Harvard University is committed to equal opportunity and non‑discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law.