New York, NY: Archivist and Collections Manager for Artist’s Studio/Estate, Peter Beard Studio

Job Opening Title: Archivist and Collections Manager for Artist’s Studio/Estate

Employer Name: Peter Beard Studio

Job Location: New York City

Application Deadline:

Salary Range: $66,000 – $75,000

Link to job posting:

Years of experience required: 3

Job Description (if URL to posting not available). Please include instructions for how to apply.: Long-term permanent position with an Artist’s archive looking for an Archivist who will report to the Executive Director. The Archivist will care for the contents of the Archive, and assist with research, exhibition planning, sales, and creative projects.

Position Description:
The Archivist is responsible for the access to, professional care, daily management, and maintenance of the Artist’s archive including its organization, preservation, housing, and storage. The Archivist refines, implements, and upholds archival policies and procedures with regard to processing, documenting and accessing archival collections.

Major Tasks:

• Coordinates and facilitates archives access requests by researchers, other institutions research associates, as well as responding to archives information inquiries and requests.
o Responsible for researching and responding to copyright and ownership issues.
o Responsible for providing scans of images and documents as needed using appropriate digital and metadata standards.
o Coordinates loans.

• Responsible for archival maintenance.
o Evaluates and coordinates the re-housing and stabilization of archives.
o Ensures compliance with government regulations related to archives.
o Ensures accurate and up-to-date inventories, finding aids, and reconciliation of archives and records, including spot check inventories.
o Responsible for the appraisal, arrangement, and description of archival collections according to recognized archives standards (DACS, EAD, Dublin Core).
o Mount and pack finished artworks for presentation and storage.
o Identify works with conservation issues.
o Maintains records of and prioritizes processing backlog.
o Researches and tracks works offered at auction, requests high-resolution files from auction houses.
o Oversees housekeeping, as pertains to archives.
o Purchases archival supplies.
o Coordinates the move of archives into new or improved storage conditions.

• Manages archival policies and procedures
o Advises in the creation, development, and implementation of collections management policies; archives procedures; procedures manual; finding aids, archive goals and preservation planning.
o Implements and refines the archive’s records retention program in accordance with local, state and federal law.
o Conduct training for staff regarding records management and transfer of relevant records to the permanent institutional archives.
o Implement current procedures and develop new procedures for archival collections considering previous organizational and cataloging systems.
o Ensures current archives handling procedures are recorded and enforced.

• Works with Executive Director in preparation of proposals, reports, and other associated documents.
• Assists Executive Director with sales presentations.
o Provides images, information, and price of artworks to collectors.
o Keeps a record of works shown during sales presentations or images of works emailed to collectors.
o Works with bookkeeper on creating invoices.
o Requests framing quotes on collector’s behalf.
o Prepares condition report of sold artworks; packs artworks for collection by framer or shipper.
o Coordinates shipping of artworks to collectors.

• Assists with maintaining Archive’s webpages, posting to social media, as well as verifying legal photo usage on website.

• Acts as an enthusiastic advocate and personal representative for the Archive in the community by promoting its resources, programs and services.

• Supervises and works with archives assistants, interns.
• Other duties as needed.

Education and Experience Requirements:
• M.A. or M.L.I.S. in Archives, Library Science, Museum Studies, or related field with formal training in archives management and preservation or commensurate experience.
• Three years of Archives experience required, in a Museum, Foundation or Estate.
• Experience and training in records management.
• Experience with professional archives management software and environmental monitoring applications.
• Supervisory experience.

Abilities, Skills, and Knowledge:
• Knowledge of archives preservation requirements, storage needs, and registration procedures for archives.
• Knowledge and experience handling large complex works of art.
• Knowledge of and interest in contemporary art.
• Up-to-date knowledge of professional standards and trends.
• Familiar with governmental regulations and legal requirements related to archives and experience in compliance with same.
• Ability to maintain confidentiality in all professional matters.
• Demonstrated ability to communicate, orally and in writing, with staff, collectors, vendors and others.
• Strong organizational skills and attention to detail.
• Flexibility and strong follow through on work assignments.
• Attentiveness to detail with special attention to accuracy.
• Exhibit an enthusiastic, professional, responsible and self-motivated attitude.
• Familiarity with Social Media.
• Familiarity with Microsoft Office suite, ArtBase, Photoshop and other similar products.
• Ability to work independently, as well as part of a team.
• Excellent time management skills.

Working Conditions: Generally, works indoors. Occasional weekend and evening work.
Other Requirements: Occasional travel for exhibitions.

Please send your cover letter, resume, references, and salary requirements to:

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