Collections Assistant

Position Summary:   

Assists the Registrar and Collections Manager in the care, storage, documentation, logistics, and handling of works of art in the Museum’s collection and on loan for exhibitions. Working under the supervision of the Registrar and Collections Manager, the Collections and Curatorial Assistant helps to maintain the Museum’s database (TMS), coordinate object movement, maintain collection records, assist with exhibition and loan logistics, handles rights and reproduction requests, and ensures adherence to museum standards for object care and documentation. The Collections and Curatorial Assistant will also assist Curators with various tasks such as creating checklists, scales, and labels for exhibitions; preparing materials for committee and board meetings; researching and updating records for objects in the permanent collection; and other project-based tasks as needed. 

 

Responsibilities: 

 

Rights and Reproductions: 

• Manages all licensing requests, both internal and external, for reproductions of images of works in The Hyde’s Collection. 

• Provides the External Affairs Department with accurate credit lines for images used for social media, exhibitions, or marketing.  

• Maintains paperwork and documentation for rights and reproduction requests both in TMS and in physical files. 

• Works with external copyright holders to secure reproduction rights and permissions for images related to the Museum’s exhibitions, public programs, publications, advertising, and other promotional needs.  

• For each exhibition, assists the curators and registrar in acquiring high-resolution image files, creating and maintaining the list of PR images and captions, and communicating approved usage of each image.   

• Maintains files on copyright status and artists’ rights laws and issues. 

 

Registration:  

• Assists the registrar and collections manager in maintaining collection records.  

• Assists with cataloging, accession numbering, and data entry into TMS. 

• Assists as needed with logistics for incoming and outgoing loans.  

• Assists in responding to research requests.  

  

Collections Management Support: 

• Assists the Registrar and Collections Manager with all efforts relating to the physical care, receipt, movement, and storage of all art objects in the Museum’s collection and on loan. 

• Supports the updating of the Museum’s object database (The Museum System, TMS) to reflect new-found information or research pertaining to artworks including titles, dates, updated label copy, publication references, and exhibition history.  

• Uses TMS to track and record objects’ locations as they move throughout the museum or go out on loan.  

• Assists the registrar and collections manager and museum preparator with cleaning the galleries and historic Hyde House. 

• Assists with supervising and monitoring access to the collection and archives. 

• Assists the registrar and collections manager and museum preparator in housing artworks for storage or packing them for transport. Also assists in providing safe transport of objects and other collections materials to and from storage, workstations, and other museum areas.  

• Assists with inventory and photography as needed. 

• Participates in curatorial department and Museum-wide meetings, training sessions, and projects as required. 

• Assists with loading and unloading of trucks during scheduled shipments. 

• Performs other collections-related duties as required. 

  

Exhibitions: 

• Creates and distributes gallery checklists to security for all public spaces.  

• Assists with exhibition installation and deinstallation as needed.  

• Assists the registrar in updating artwork locations in TMS as well as other exhibition information.  

• Maintains exhibition files. 

  

Curatorial: 

• Create scales and checklists for exhibitions. 

• Format and print exhibition labels. 

• Create materials for board meetings, collections and exhibition committee meetings, and staff meetings.  

• Respond to research requests.  

• Assist in researching potential donations and communicating with potential donors.  

• Assist with provenance and exhibition research. 

 

Other Duties:  

• As needed, assists with tours and events.  

• Supports facilities department in cleaning back of house and storage areas at regular intervals. 

• May be deputized by the Registrar and Collections Manager to supervise interns and volunteers.