Company Info
Vizcaya Museum and Gardens
3251 South Miami Ave
Miami, CO, United States

Phone: 305-860-8450
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Company Profile

Collections Manager


Job ID:



Miami, FL, United States



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Employment Type:

Full time



Job Description:

Classification:   Exempt

Reports to:  Deputy Director of Collections

As a member of the Division of Collections and Curatorial Affairs, the Collections Manager works with the Curator, the Archivist, the Conservator and the Collections Care Specialist and Technician, and the Curator of the Contemporary Arts Program and Special Projects, and reports to the Division Director. The position is responsible for the physical management of the objects collections, as installed in the decorated spaces of the Main House and in exterior gardens and spaces, and as stored in on- and offsite storage spaces and facilities; and for the intellectual management of the objects collections, which includes both analog and electronic records, including the Re:discovery Collections Management System.

Supervisory Responsibility
Essential Functions
  • Maintain catalog cards and object files, incorporating new information as needed.
  • Create and maintain electronic records, primarily in the Re:discovery Collections Management System.
  • Assist or conduct in the annual inventories of the objects collections for County-mandated asset management purposes and internal museum record keeping.
  • Develop and maintain cataloging protocol and manual.
  • Coordinate new photography of collections objects and maintain photographic documentation.
  • Work closely with Collections Care team in the organization and maintenance of collections storage spaces, including off-site facilities.
  • Track the movement of objects internally for the purpose of conservation or capital projects.
  • Manage loans to and from the museum, including loan forms, insurance needs, condition reports and packing; if needed, courier objects to or from the museum.
  • Provide logistical support to Capital Projects and Maintenance to ensure the safety and security of collection objects.
  • Support collections research by curatorial staff and outside scholars.
  • Supervise or support art handling activities by facilities staff or contractors.
  • Assist in emergency preparation and response.
  • Support exhibition initiatives, including the development and installation of case displays, temporary exhibitions and changes to decorated rooms.
  • Support digital initiatives to provide access to collections.
  • Contribute to the development of budgets for collection storage, preservation and documentation
  • Provide logistical and operational support for Division activities and institution-wide initiatives and participate in cross-divisional committees, as deemed necessary.
  • Provide administrative support to the Deputy Director for Collections and Curatorial Affairs.
Competency or position requirements
The position requires an individual who is well organized, able to work independently as well as in a team across divisions. It requires computer skills, including MS Office, Outlook and ability to learn other programs as necessary, especially pertaining to collections management. The individual must be able to manage multiply tasks on an ongoing basis.
Work Environment/Physical Demands
This position requires sitting at a desk utilizing a computer, as well as moving around the Main House, the gardens, the Village and travel to offsite storage facilities.  The Collections Manager must be able to climb stairs and lift boxes or objects.
Position Type/Expected Hours of Work
This is a full-time position. While the normal schedule will be Monday-Friday during regular office hours, there will be occasions that the work schedule will vary, including evenings, weekends and holidays. 
The position requires occasional travel to conferences and may include occasional couriering of objects to or from other museums.
Job Requirements (Education, Experience, Certification)
Education and Experience
Bachelor’s degree in Art History, Museum Studies or related field. Three years of experience working in a collections management, registrar or curatorial capacity for an established art gallery or museum. The position requires an individual able to lift up to 35 pounds and work on a ladder. Ability to work on a flexible work schedule, including evenings, weekends and holidays. Must possess or obtain a valid driver’s license. 
Additional preferences: Competency with collections management software. Ability to represent the museum in a professional manner. Excellent communication skills.
Certifications Required
Valid Florida Driver’s License.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Requirements:

.To Apply:
Please submit a cover letter, resume and three professional references to:

Opened until filled

Vizcaya Museum and Gardens is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national origin, pregnancy, age, disability, marital status, familial status, sexual orientation, gender identity or expression, status as a victim of domestic violence, dating violence or stalking, protected veteran status or other characteristics protected by law.