Position: Collections Coordinator
Location: Portland, OR
Type: – Part time/hourly. Average 20-24 hours/week This is not a hybrid position. Set weekday/weekend schedule required.

Salary: $25/hour

To Apply: Please submit your resume and cover letter to jobs@pittockmansion.org. Please include “Collections Coordinator” in the subject line. No phone calls, please. Only completed applications with all the requested materials will be considered.

Application Deadline: Immediate but open till filled.

Qualified candidates must complete a background check prior to hiring.

ABOUT PITTOCK MANSION:

Pittock Mansion is a 1914 historic house museum, owned by the City of Portland, Parks and Recreation and operated by the Pittock Mansion Society. The premises include the Mansion, the Gate Lodge and the Garage with beautiful gardens adjacent to Pittock Vista Point. The mission of the organization is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs. Pittock Mansion is one of the top tourist destinations in Portland.

The organization is at an exciting juncture of growth, reimagination, and evolution with the new vision, Pittock 2.0.

Essential Duties.

Follow best practices in care of Pittock Mansion Society’s museum collections, including:

Collections Care and Database Management:

• Engage in and coordinate ongoing care and safety of artifacts in the collection
• Identify collections care-related needs and set annual collections care goals with management.
• Ensure collection records, documentation, and database (CatalogIt) are accurately and regularly maintained.
• Scan, upload, and input artifact documentation to the database.
• Sort and organize items in the collections into easily accessible categories.
• Assess gaps in collections records to discuss and jointly resolve with the committee and management.
• Develop and follow a regular schedule for care, cleaning, and condition reporting of museum collections. This work includes cleaning of collections storage area and all objects on display throughout the campus.
• Proactively assess, monitor, and mitigate pest-management in collections storage areas and exhibits.
• Collaborate with the Volunteer Coordinator to review and approve/disapprove object removal requests from decorators for Home for the Holidays. Ensure all object removed are
• Ensure that collections of objects in storage and on display are maintained in the most optimal environment possible, given the climate control limitations of the building.
• Assist with deaccessioning of artifacts upon committee approval and recommended steps.
• Serve as point of contact in supporting digitization opportunities including conducting research and short-listing items for digitization.
• Follow archival standards for digital assets in the creation of digital files
• Research and support grants to enhance collections care.

Communication and Collaboration:

• Serve as staff liaison for the Collections Committee. Facilitate the meetings, setting up the agenda and doing necessary follow-ups.
• Develop training manuals and other supporting materials related to collections care and lead the deep cleaning of artifacts with other museum staff and volunteers during annual maintenance days. This would involve clear written and oral communication.
• Process and handle all object loans and collections-based image use requests to and from Pittock Mansion. This would involve communicating with other museums and private collectors.
• Act as the POC for object donations inquiries and processing it through committee approval.
• Assist department director and curator as needed in exhibition planning and development, preparation, and installation as needed.
• Maintain equipment as needed, including delivery to offsite service and repair. Communicate with Director of Finance and Facilities staff
• Able to organize and offer public facing tours of the stacks and develop materials to provide insights into key areas of the collections. Schedule and present “collections cart” to the public once or twice a week and train volunteers to do the same. Coordinate schedule of tours of stacks or collections cart offerings on certain weekends

POSITION REQUIREMENTS:

• Bachelor’s degree in history, arts, archival studies, library studies, collections management or related field
• Direct experience with museum collections related internships and collections management duties preferred.
• Working in museums, archives or library department a plus.
• Sufficient professional knowledge of fundamental collections management and archival principles, theoretical concepts, techniques and functions, and the ability to apply the knowledge to practical problems.
• Familiarity with the theory and practice of computer software systems for cataloging and management, such as CatalogIt and/or PastPerfect collections management system.
• Must be technically adept and accurate in their work
• Very proficient with technology and computer programs Familiarity and understanding of Microsoft Office programs, especially Outlook and Excel.
• Proficient in project management while being resourceful and nimble.
• Excellent written, verbal, and interpersonal communication skills
• Confident and comfortable facilitating committee meetings, presenting and reporting
• Excellent customer service skills and ability to engage authentically, effectively, and professionally with different audiences including community members, corporate and private clients, staff and others.
• Highly organized, with attention to details, ability to multi-task and switch priorities in an articulate manner.
• Ability to work well with directions as well as autonomously and collaboratively.
• Possess multi-cultural appreciation and demonstrate an ability to work with a diverse group of coworkers, visitors and other constituents.
• Ability to practice a learning mindset which includes working under some ambiguity and problem solving as the situation requires.
• Ability to prioritize tasks for themselves and for the team members in close alignment with institutional priorities.
• Ability to make high quality and timely decisions.
• Flexibility and resilience to adapt to change while maintaining a positive attitude.
• Exercises good judgment keeping all parties informed.
• Ability to practice articulation in written, oral and interpersonal communication.
• Ability to take ownership and follow-through of projects/tasks.
• Professional manner and appearance
• Record of dependability, timeliness, and good attendance.

Physical Activities/ Other Conditions:

• Ability to work in shared/open space office environment.
• Work is required to be done onsite at Pittock Mansion on a regular schedule.
• Workstations may not be in a climate-controlled environment.
• Light to medium work that includes moving objects up to 30 pounds.
• Ability to do set up and tear down during events, carry and set up supplies etc.
• Ability to navigate stairs and fair amount of walking on the Pittock Estate grounds.

Pittock Mansion Society is committed to a work environment in which all individuals are treated with dignity and respect. Everyone has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discrimination practices.

Pay: $25.00 per hour

Benefits:

• Paid sick time

Work Location: In person