SUMMARY

The Collections Manager supports the Department of State’s Office of Fine Arts (M/FA) by developing and preserving Blair House and Trowbridge through managing the care and conversation of fine art collections.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serves as a Museum Specialist/Collections Manager Team Leader responsible for the development and implementation of processes and procedures for the care and conservation of the art collections entrusted to the Program.
  

Major Duties and Responsibilities

• Coordinates movement of fine and decorative art through the large complex of Blair House and Trowbridge and accounts for property on loan to Government. Develops and establishes methods and controls for the movement of art. Arranges outgoing shipments to conservators, tracks shipping details, recommends professional assistance where necessary or available, liaisons with special art-handling and packing vendors, provides customs documentation. Instructs management teams on inspection and condition reporting procedures. Investigates options and identifies method of handling, packing and shipping that offer the most security, dependability, reliability and cost-efficiency to the Department. Prepares instructions on safe and secure display as well as packing and shipping methods. Identifies if available professional assistance. Oversees art handlers, packers and freight-forwarders contracted to implement shipping procedures. Works closely with curatorial staff and Curator.
• Develops instructions followed by Blair House and Trowbridge in the handling, display, storage and shipment of art entrusted to their care. Monitors and ensures adequate measures are undertaken to protect art from loss or damage while installed and conforms use of art to relevant loan agreements with the owners of the art. Ensures that handling of loaned art conforms with any special conditions contained in loan agreements made with artists, owners or trustees. Frequent conditions contained in agreements include methods of handling or display, shipping policy, storage and handling, and duration of the loan. Ensures staff are notified of conditions applying to each work.
• Supervises arrangements for returning art to lending individuals and institutions upon the expiration of loan agreements. Ensures timely delivery to owners and that art is in good condition. Prepares documents, verifies inventory records, works closely with vendors to avoid delay.
• Provides logistic liaison and administrative services to Blair House and Trowbridge and is the point of contact if either property is evacuated and contain property.
• Maintains database and records status, location, inventory terms and duration of loans entrusted to the care of the Program. Generates recurring and special reports on the art inventory through use of this database including reports to the Curator as requested.
• Responsible for the long-term storage of art. Monitors innovations in the care, packing, shipping and conservation of art. Presents shipping policy to the public and to related professionals.
• Assesses the relative abilities and fee schedules of conservators specializing in the preservation of art and ensures that the most competent and competitive vendors are selected to preserve art in the Department's custody. Evaluates cost estimates and proposes most cost-efficient option. Establishes standards and procedures to be followed by art handlers, conservators, crate-makers, and freight-forwarders.
• Ensures art is safeguarded in transit in climate-controlled and secure storage. Acts as courier when requested (and approved by Director of M/FA) by museums or lenders of valuable works of art or when made necessary by inaccessibility of M/FA staff. Courier directly monitors art in transit at all times and has the authority to modify routes, carriers or vendors in order to protect the art.
• Liaison with Blair House and Trowbridge and other personnel providing guidelines for budget, handling, installation, packing, freight-forwarding of the art, and notes specific conditions applying to each artwork according to the particular collection.
• The incumbent serves as Team Leader who develops and implements processes and procedures for the care and conservation of artwork entrusted to the Department.

• Provides technical supervision of program and/or support personnel assigned to the program or office. Works with others in the program or office to establish work goals and determine specific activities. Provides technical assistance/training to staff upon assignment or during accomplishment of work. Reviews work for technical adequacy and provides technical feedback and/or makes necessary changes to improve/correct. On a permanent or rotating basis, provides administrative supervision of program and/or support personnel assigned to the program or office.
  

Preservation, Conversation, and Restoration

• Assesses collections conservation, preservation, and/or restoration. This includes examining items or specimens from the collection, developing a conservation and/or restoration plan in conjunction with contracted professional, and initiating carrying out approved plans with contracted professional. May work under the supervision of senior staff members on large or unusually complex objects and otherwise may serve as a team member when a group approach is required. Participates in professional conferences and meetings to keep abreast of the latest developments in the field.

Records, Reporting, Tracking, and Legal

• Works in the registration arena, which may include tracking, accessions, de-accessions, copyrights, reporting and record keeping, inventory, and/or overall policies and procedures for a museum program. Prepares reports on collections activity and management for the Director and for other officials as required. Prepares annual report on the collection. Formulates reports, statistical, analytical and archival in nature, relating to works in the collection. Works closely with the curators to determine the exhibition of history of works. This involves research of the records as well as examination of files, publications, and other appropriate indexes.

Cataloging, Inventory

• Performs work associated with cataloging and inventory of collections. Manages the inventory and cataloging of a large collection. Interprets and follows general collections management policy and leads the inventory team. Devises the necessary forms and record keeping tools necessary. Serves as the primary coordinator of the inventory and reports all results. In support of collections management policy, makes annual recommendations for additions, changes, and improvements. Contributes to the collections management guide, writing and developing inventory procedures as required. In support of object processing and reconciliation, devises plans and schedules for addressing object reconciliation, to include resources required and recommendations for staff assignments. Reconciles errors discovered during the accessioning and inventory processes and assists with any backlogs of unaccessioned or anomalous objects. Conducts necessary research in object files and interviews curators and other staff members to ensure 100% accuracy and completeness of documentation.

Team Leader Responsibilities

• Leads a unit or team of employees. Provides guidance and technical direction necessary for accomplishing the work of the unit or team.
• Functions as team leader, leading team efforts in the development, implementation, and/or evaluation of program or project responsibilities.
• Leads the team in assessing its strengths and weaknesses. Provides leadership to the team in exploring alternatives and determining what improvements can be made to work methods, processes, and procedures.
• Researches, learns, and applies a wide range of qualitative and/or quantitative methods to identify, assess, analyze, and improve team effectiveness, efficiency, and work products.
• Estimates and reports to the team on progress in meeting established milestones and deadlines for completion of assignments, projects, and tasks. Ensures all team members are aware of and participate in planning for achievement of team goals and objectives.
• Represents the team consensus and conveys the team's findings and recommendations in meetings and dealings with other team leaders, program officials, the public, and other customers on issues related to or that have an impact on the team's objectives, work products, and/or tasks.
• Reports to the supervisor periodically on team and individual work accomplishments, problems, progress in mastering tasks and work processes, and individual and team training needs.
• Represents the team in dealings with the supervisor or manager for the purpose of obtaining resources (e.g., computer hardware and software), and secures needed information or decisions from the supervisor on major work problems and issues that arise.
• Prepares reports and maintains records of work accomplishments and administrative information, as required, and coordinates the preparation, presentation, and communication of work-related information to the supervisor.
• Maintains program and administrative reference materials, project files, and relevant background documents and makes available policies, procedures, and written instructions from the supervisor. Maintains current knowledge to answer questions from team members on procedures, policies, directives, etc.
• Serves as coach, facilitator, and/or negotiator in coordinating team initiatives and in consensus building activities among team members.
• Monitors and reports on the status and progress of work, checking on work in progress and reviewing completed work to see that the supervisor's instructions on work priorities, methods, deadlines, and quality have been met.
• Trains or arranges for the training of team members in methods and techniques of team building and working in teams to accomplish tasks or projects, and provides or arranges for specific administrative or technical training necessary for accomplishment of individual and team tasks.
• Identifies, distributes, and balances workload and tasks among employees in accordance with established workflow, skill level, and/or occupational specialization. Makes adjustments to accomplish the workload in accordance with established priorities to ensure timely accomplishment of assigned team tasks; and ensures each employee has an integral role in developing the final team product.
• Coaches the team in the selection and application of appropriate problem-solving methods and techniques, provides advice on work methods, practices, and procedures, and assists the team and/or individual members in identifying the parameters of a viable solution.
• Articulates and communicates to the team the assignment, project, problem to be solved, actionable events, milestones, and/or program issues under review, and deadlines and time frames for completion.
• Ensures that the organization's strategic plan, mission, vision, and values are communicated to the team and integrated into the team's strategies, goal, objectives, work plans, and work products and services. Identifies and integrates internal and external issues affecting the immediate organization, such as those involving technical and administrative factors. Integrates the work of a team where each member contributes a portion of the analyses, facts, information, proposed actions, or recommendations; and/or ensures consistency of interpretation, judgment, logic, and application of policies.
• Informs the supervisor of performance management issues/problems and recommends/requests related actions, such as: assignments, reassignments, promotions, tour of duty changes, peer reviews, and performance appraisals.
• Informs employees of available employee benefits, services, and work-related activities.
• Communicates team consensus and recommendations to the supervisor on actions affecting team and individual awards, rewards, and recognition.
• Resolves simple, informal complaints of employees and refers others, such as formal grievances and appeals, to the supervisor or an appropriate management official.

EDUCATION AND EXPERIENCE

• Master's Degree in Art, Art History, Museum Studies, Historic Preservation or related field
• Minimum of 3-5 years' work experience as a curator

KNOWLEDGE, SKILLS, AND ABILITIES

• Mastery of the concepts and theories of museum operations, practices, and programs.
• Comprehensive knowledge of the range of administrative laws, policies, regulations, and precedents applicable to the administration of one or more important museum programs. This includes knowledge of overall museum program goals and objectives, the sequence and timing of key program events and milestones, and methods for evaluating the worth of program accomplishments.
• Knowledge of relationships with programs in other museums and key administrative support functions within the employing museum or in other museums.
• Expert knowledge of the highest standards of care, handling, packing, installation, and shipping of fine art in order that the art entrusted to the Department's care for the duration of the loan agreement is preserved, protected from damage, and is safe.
• Expert knowledge or experience of air-freight handling, storage, and airport procedures, including role of courier in international shipping of art.
• Knowledge of American art history, especially contemporary, enabling informed discussion about art, its packing, installation, and care.
• Broad knowledge of organizing and cataloguing methods of the identification, inventory, and placement of objects.
• Expert knowledge of industry practices in the shipment, storage, crating and handling of fine art, especially concerning high-value work.
• Broad knowledge of the Department's practices and practical considerations of each regional bureau, as well as each post, relating to the shipping and placement of art as it must be balanced with the priorities of the Office of the Chief of Protocol.

WORK ENVIRONMENT

• Work is primarily performed in a climate-controlled environment.