Position Classification Description

Position Class Code / Title: H4018 / Collections Associate
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 11

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Under general supervision coordinates and oversees the University of New Mexico Museum's collections, acquistions, documentation, housing, use, preservation, disposition, and maintenance. Receives, prepares, and catalogs new materials; coordinates and organizes exhibition related movement of objects, including packing, shipping, and insurance for collections exhibitions and incoming and outgoing loans to/from the Museum. Coordinates access to collection for study, teaching, and research. Coordinates and facilitates ongoing reports to track maintenance activity and updates to the database of collection contents. Coordinates publicity and publications related to the collection and exhibitions including copyright permissions and images. May supervises museum personnel, volunteers, and/or students.

Duties and Responsibilities

  1. Performs inventorying, processing, packing, repacking, cataloguing, transportation, storage, and preventive conservation of existing and new museum/gallery collections and/or museum loans.
  2. Develops and maintains databases of collection items; compiles and verifies collection documents, to include both manual and computerized records and forms.
  3. Coordinates database migrations, updates, development of metadata and digitization of the collection. Prepares checklists and database reports for curators, researchers, faculty, and students.
  4. Coordinates incoming and outgoing loan agreements, shipping, and transport of artwork.
  5. Coordinates and negotiates copyright permissions for collections and exhibition publications, archives, publicity, marketing, catalogues, websites, e-communication, and related uses.
  6. Prepares collection materials for loan, research, and educational purposes, as required.
  7. Participates in the coordination of outreach programs and public relations events related to the collection, as appropriate.
  8. Performs archival research on collection materials and/or artifacts for inclusion in records and databases in coordination with Collections Manager, Curators, and Director.
  9. Provides information and consultation to external constituencies and/or the general public on matters pertaining to the collection; may participate in professional meetings and may present papers regarding the collection.
  10. Assists as directed in researching and developing departmental reports and grant applications for special projects; prepares work estimates for budget proposals as appropriate.
  11. Participates in departmental meetings and serves on working committees; collaborates with other staff members in long range planning.
  12. Coordinates and facilitates access to artwork for study, exhibition, and research, and coordinates the conservation, preservation, and preparation of artwork. Coordinates preparation of artwork with museum preparatorial staff in order to assure preservation of artwork and maintenance of museum standards.
  13. May supervise the work of staff, assistants, students and/or volunteers engaged in collection management and related activities.
  14. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Skill in the configuration and use of computerized database programs.
  • Knowledge of conservation and preservation techniques and/or procedures for museum collections.
  • Knowledge of art and art history including identification of specific types of art works.
  • Strong interpersonal skills and ability to deal effectively in a team environment.
  • Skill in organizing resources and establishing priorities.
  • Ability to coordinate and organize meetings and/or special events.
  • Ability to analyze project requirements and prepare work estimates.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of museum policies, practices, and procedures.
  • Knowledge of research methodology, principles and procedures.
  • Ability to gather data, compile information, and prepare reports.
  • Knowledge of budgeting, cost estimating, and fiscal management principles and procedures.
  • Skill in budget preparation and fiscal management of project budgets.

Distinguishing Characteristics

    Position requires: a) Overall management of museum collections and loans; b) performing inventorying, processing, cataloguing, transportation, storage and conservation of museum/gallery collections c) developing and maintaining databases of collection items; d) providing information and consultation to external constituencies; and e) coordinating outreach programs, publicity, publications and events related to the museum including copyright permissions.

Working Conditions and Physical Effort

  • Work may be performed in an office environment, museum environment or field environment.
  • No or very limited exposure to physical risk.
  • Moderate physical activity. Requires handling of average-weight objects up to 25 pounds and/or standing and/or walking an average of four (4) hours per day.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: