Collections Stewardship Assistant

POSITION TITLE: Collections Stewardship Assistant 

REPORTS TO: Registrar 

STATUS: Full-time, non-exempt (37.5 hours/week) 

COMPENSATION: $18.22/hour plus generous benefits package
 

Reporting to the Registrar of The Rosenbach (RML), the Collections Stewardship Assistant (CSA) will prepare existing data in RML’s Collections Management System (CMS), PastPerfect 5.0 (PP5.0), for migration to PastPerfect Web Edition (PPWE) following guidelines provided, and follow similar steps to prepare new data for conversion. Once records are migrated, CSA ensures that all 21,000+ catalog records for objects (including prints, drawings, paintings, furnishings, metals, ceramics, jewelry, vertu, textiles, and photographs) are consistently clean, accurate, and follow best practices for cataloging standards, consulting standard authorities as necessary, and have appropriate images attached. Duties may expand to include reviewing and cleaning accession records as well.  CSA will periodically attend Collections Department meetings to provide regular updates on progress and report any problems.  Performs all duties according to “best practices” standards for museums and libraries, with reference to RML policies and procedures, and with the goal of fulfilling RML’s mission and strategic plan. 

CSA will work with Collections Department weekly on general collections stewardship activities including inventory, data entry, and processing as part of the strategic plan. Working with Registrar, will provide support for off-site research inquiries, image requests, and permissions.  

OUTLINE OF RESPONSIBILITIES: 

• Duties align roughly with 3 days of CMS-focused work during the initial phases of the migration process and 2 days of collections stewardship work including object photography, work that will expand as the CMS project moves to completion. 
• Completes all steps required for the migration of PastPerfect 5.0 records to PastPerfect Web Edition properly. 
• Ensures consistency across records:  Checks each catalog record for accuracy in description; cleans existing records regarding typographical and formatting errors; expands search terms, subjects and names to reflect new DEAI standards; notes records requiring new or updated photography. 
• Flags catalog records requiring additional research by staff or subject specialists. 
• Time permitting, reviews and cleans accession records; attaches catalog records to parent accession records. 
• In coordination with Registrar, provides support for off-site research inquiries, permissions and image requests.
• Produces photographs and/or scanned images weekly for objects requiring original or new photography for the database, coordinating with requests from outside researchers and RML staff.  
• Attaches new images to catalog records.  
• Generates regular reports of progress to share with Collections staff, RML staff, RML Board, and/or RML Special Collections Committee. 

REQUIREMENTS & SKILLS: 

• Attention to detail and ability to work with numerous complex numbering systems. 
• Experience with PastPerfect 5.0 or other collections management system (CMS) 
• Interest in and knowledge of American history, art history, decorative arts, and photography. 
• Degree in museum studies, library science, American history, art history, fine/decorative arts, or photography preferred; Coursework and/or work experience in the above also acceptable.
• Photography skills, with preference for someone with experience taking object photography with a digital non-DSLR camera, such as Nikon Z 50. 
• This position involves some periods of standing, squatting, and lifting and carrying equipment and museum objects. 
• Familiarity with standard authorities such as Union List of Artists Names (ULAN), Art & Architecture Thesaurus (AAT), Cultural Objects Name Authority (CONA), Archives for Black Lives (ABL) Anti-Racist Description Resources a plus. 

TIME: 

This is a full-time, one-year, grant-funded position with extension pending funding.