Director of Collections Management

Recruitment #220321-E12A-16


Please upload Cover letter, Resume and 3 References to your application.

Director of Collections Management

The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a diverse team comprised of the best and brightest individuals to support our mission to lead, cultivate, and amplify the transformative power of the arts for all Oklahomans and their communities. The Oklahoma Arts Council is currently seeking enthusiastic and creative people with an entrepreneurial spirit and dedication to public service to contribute to our team.

The Oklahoma Arts Council seeks an innovative and dynamic individual for the position of Director of Collections Management. This position manages the documentation and care of state-owned collections managed by the Oklahoma Arts Council, including but not limited to: Oklahoma State Capitol Art Collection, Governor’s Mansion, Oklahoma State Art Collection, and Oklahoma Public Art Collection. This position also provides expertise and guidance to other state-owned collections managed by the Legislative branch and state agencies which are displayed at the Capitol for public engagement and educational purposes.

The successful candidate will exhibit a deep knowledge and understanding of registrarial responsibilities, collections care and management, and museum best practices along with strong organizational skills, communication, and sector knowledge in visual arts, fine arts museums, and public art. The Director of Collections Management reports directly to the Director of Visual and Public Art. This position includes state retirement and insurance benefits, including health, dental, life, and disability insurance. Salary is commensurate with experience with a cap of $58,047.

The Director of Collections Management is responsible for the following functions:

Collections Management Policies and Procedures
The successful candidate will be responsible for the documentation, preservation, and management of more than 500+ works of art under the management of the Council. Given the diversity of collections under the agency’s care and their respective scope and missions, the works of art range from interior and exterior works of art, public art installations, monumental murals, sculptures, paintings, basketry, ribbonwork, beadwork, photography, ceramics, printmaking, fiber, leather, metal, and mixed media, among others.

The Director of Collections Management will be responsible for implementing policies and procedures for the care and management of artwork, storage, handling, and the records pertaining to collections and loans. The candidate will maintain collections databases; create and maintain files relating to copyright and reproduction, insurance and risk management; and develop a schedule of inventories, maintenance, and condition reporting.

Tasks and responsibilities include, but are not limited to:
• Backlog inventory; registration; acquisition and accessioning; deaccessioning; valid title and provenance
• Developing forms/templates and nomenclature for collections to ensure consistency
• Serving as liaison with artists, donors, and institutions as well as with the Governor’s Office, Office of Management and Enterprise Services, and other state agencies and branches for accessioning and processing of permanent gifts and commissions
• Cataloguing, numbering, marking artwork
• Conducting condition reporting
• Identifying, inspecting, documenting, and cataloging all pieces of art entering and/or leaving the Capitol and/or collections
• Collections storage, collections handling and moving; location and movement control; packing and shipping; physical acceptance of artwork
• Advising and maintaining proper controls and procedures in the Capitol collections storage area
• Developing and maintaining collections management budget; researching grants opportunities for collections care and conservation project funding
• Monitoring and preventative conservation; scheduling cleaning of artwork as needed
• Creating and maintaining records of loan agreements, insurance coverage, and condition reports as required for loaned works; identifying, documenting, and cataloging all loaned works
• Collaborating with Capitol Photographer to obtain digital images of entire collections and compile digital images in database; developing and implementing reproductions policy; and handling image reproduction requests and copyright management

Risk Management and Conservation
Secure and maintain hard copy records of history, commission or donation documentation, provenance, status, photographs, evaluation, condition reporting, insurance and physical location of each artwork. 
• Initiate and maintain contact with risk management regarding insurance-related issues; set insurance values, obtaining appraisals and managing all aspects of risk management
• Maintain database(s), update and maintain collection information on agency website
• Assists with inventory audits
• Identify and classify risks to collections
• Monitor environmental conditions, identify conservation needs, consult conservation specialists as needed
• Develop and manage facility reports, disaster preparedness plans for collections, long-range preservation plans for collections, housekeeping and integrated pest management plan for collections
• Develop and implement a regular maintenance and cleaning schedule for all collections
• Schedule cleaning of artwork as needed

Research and Educational Content and Exhibitions Preparation
The candidate will also conduct research and support the curatorial team of the visual and public art department for content and information related to the agency’s exhibitions and educational programs including but not limited to: lectures, multi-media/audio-visual presentations, demonstrations, and workshops in tandem with the Curator of Capitol Exhibitions and the
Curator of Education and Engagement.
• Work closely with the Director of Visual and Public Art and in collaboration with curatorial staff, the candidate researches and writes for publications and the preparation of copy for interpretive labels, press releases, and other communications for the visual and public art department
• Conduct research on artwork in collection(s) and on exhibit and assist with interpretive content including signage and label development, planning, and implementation
• Work with Curator of Education and Engagement and Curator of Capitol Exhibitions  to develop and implement educational curriculum for collections, loans, and exhibitions
• Consult and assist with the physical installation/de-installation of exhibitions as needed
• Have the ability to produce critical writing for catalogues and other interpretive materials for a wider audience is also required

Special Visual Arts Projects and Art in Offices Program
This position contributes to activities of the Council in the area of visual arts including: providing technical assistance to agency staff, public inquiries, and visual arts organizations throughout the state. Collections care and management including inventory controls for the agency’s Legislative Art Program/Art in Offices program at the Capitol also falls under the Director of Collections Management. Other related duties as required by the Director of Visual and Public Art or Executive Director.

The Oklahoma Arts Council is an equal opportunity employer. It is the policy of OAC to prohibit unlawful discrimination and to provide equal employment opportunities to employees and applicants, without regard to political or religious opinion or affiliation, race, color, sex, national origin, ancestry, age, disability, genetic information, veteran status, or any other reason prohibited by law. It is the policy of OAC to provide equal opportunity in employment, advancement and other conditions of employment to all qualified applicants and employees. It is the intent of OAC to fully comply with all applicable state and federal equal opportunity and non-discrimination laws and regulations. 

• Cover letter addressed to the Oklahoma Arts Council Executive Director with information that reflects the applicant’s qualifications for the position
• Resume with relevant experience and a list of degrees held and/or certifications
• List of up to three references with names and contact information (letters of reference not required at this time)

While we sincerely appreciate all applications, only those candidates selected for interview will be contacted. No phone calls please. 


• Graduation from an accredited four-year college or university with a bachelor’s degree in museum studies, art history, arts administration, public art or an arts related field; master’s degree with specialization in a museum studies, art history, collections care and management, and/or arts related field preferred
• Minimum of seven (7) years collections management or registrarial experience
• Knowledge of museum procedures and records management of collection, donation documentation procedures, legal policies and ethical standards
• Skilled with standard electronic collections management systems (i.e. Past Perfect, FileMaker Pro or comparable system) and computer software programs such as Word, Access and Excel
• Basic knowledge of conservation techniques
• Skilled in organizing work and managing time with ability to complete tasks requiring accuracy and attention to detail and to work independently and as a member of a team
• Possess strong written, oral communications, and interpersonal skills
• Meet deadlines consistently; skilled in organizing work and managing time with ability to complete tasks requiring accuracy and attention to detail and can work in a team and independently
• High-level project management experience required
• Present a professional appearance
• Exemplary knowledge of technology, with a high level of computer literacy including the Microsoft Office 365 Suite (Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, and SharePoint), database technologies such as FileMaker Pro or equivalent, and mobile computing, among others

Key Requirements/Physical Demands:
• Pre-employment OSBI background check must be successfully completed
• Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary
• Must be able to lift and carry up to 40 pounds; have experience and the ability to lift and handle art objects of various shapes and sizes; familiarity with power tools
• Limited overnight travel may be required, as well as attendance at occasional evening or weekend meetings or events

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