Director of Collections and Archives

Why the National Baseball Hall of Fame and Museum?

Working at the National Baseball Hall of Fame is a career experience unlike any other. Every member of our team is a steward of the game’s history. Our mission is simple - we preserve history, honor excellence and connect generations. These six words define our commitment to giving fans and visitors a home to celebrate the game and its history, honor the all-time greats, and make memories that will last a lifetime.

To best fulfill our mission we prioritize people, and that starts with our own team. We deeply value and support our dedicated team members. We provide a respectful and inclusive workplace. We work to foster connection, grow, and cultivate talent, and provide flexibility to best support the health and well-being of our staff – all while having fun along the way.

If you are a baseball fan, a fan of museums, a student of history, love arts and culture, or someone who appreciates the unique connections that sports can create, this could be the team for you!

The Cooperstown Pitch.

Located on Main Street in the heart of picturesque Cooperstown, New York, the National Baseball Hall of Fame and Museum opened its doors for the first time on June 12, 1939, and has grown to become one of the country's most popular destinations. The Hall of Fame is the home of the game’s treasures, where the magic of baseball’s stories and legends are passed on from generation to generation.

With its character and charm, the Village of Cooperstown is an American treasure. For many Cooperstown means baseball, but it also offers golf, shopping and dining, hiking, biking, snowmobile trails, a pristine lake, unique museums, world-class arts, and a wide array of craft beverages.

To check out more information about living and working in Cooperstown, please visit: https://www.cooperstownny.org/about-cooperstown/

Our Commitment to Diversity, Equity, Accessibility & Inclusion.

We’re looking to recruit, hire, and collaborate with people of all backgrounds to help us build a team with varied perspectives and experiences. We are committed to cultivating a diverse, inclusive, welcoming, and supportive environment for all and are proud to be an Equal Opportunity Employer.

Overview:

The Director of Collections and Archives is an essential member of the Museum Affairs team that is responsible for overseeing collections and archive management, while also working with museum staff to develop strategies to enhance collections access and care. This position oversees the documentation and preservation of the Museum’s intellectual and physical collections and archives. The Director of Collections and Archives also assesses and oversees accessioning and deaccessioning practices; digitization; rights and reproductions; incoming and outgoing loans; management of the Museum’s storage spaces; oversight of institutional archives and records retention, budget preparation and management, and helps to develop and implement the department’s strategic framework. As a key member of the Museum Affairs Leadership Team, this position will collaborate to conceptualize and implement exhibitions and programs that specifically leverage the Museum’s diverse collection, speak to a broad audience, and illuminate the history of baseball.

This role oversees a department of 7 people, including registrars, collections care managers, and archivists.

Position Type:
This is a full-time, benefit eligible position that will work in-person at the National Baseball Hall of Fame and Museum in Cooperstown, NY. The salary range for this position is $75,000-100,000. Benefits associated with this position include health insurance, dental insurance, life insurance, medical/dental FSA, retirement, and paid time off (vacation, sick, holidays). This position reports to the Vice President of Museum Affairs.

Key Duties and Responsibilities:

• Work with NBHOFM Senior Management Team to define, outline, and implement Collections Department goals to align with its near and long-term plans.
• Ensures all aspects of the physical and records management of the museum’s collections are properly handled according to museum best practices and professional standards, which includes accurate and up-to-date record keeping, proper standards of storage, security, risk management, and preventative conservation action.
• Oversees the care, management, shipping logistics, receipt, accessioning, cataloguing, labeling, and documentation of objects acquired for the NBHOFM collections while adhering to current industry standards and best practices.
• Ensures the safe handling and security of the collection by overseeing and managing the movement, storage, and disposition of objects. Conducts regular inventories of the collection according to the Collection Management Policy.
• Leads a team which manages all details regarding incoming and outgoing loans and temporary exhibitions, including contractual arrangements, loan agreements, adherence to exhibition contracts, condition reports, photo and archival documentation, rights and reproductions, and related cataloguing information.
• Schedules and oversees all shipping arrangements, including the coordination of packing, unpacking, and crating of objects. Designates and coordinates logistics for lending and borrowing institutions. Determines courier assignments and provides training for couriers as required.
• Works to ensure NBHOFM has clear title to works in its collection and manages right and reproductions policies and licensing agreements.
• Advises senior staff on fine arts insurance liability and insurance renewals. Supervises and administers the coordination of insurance on incoming and outgoing loans. Maintains up-to-date valuation of objects in the collection and works with outside evaluators, specialists, and conservators. Maintains regular cooperative contact with shipping, insurance, and customs brokers.
• Leads a team which oversees and manages Collective Access and Archive Space, the computerized collections management systems for the Museum. Ensures the accuracy and completeness of collections records by reviewing, updating, implementing, and enforcing adherence to data standards. Works with IT Department to maintain systems upgrades and user licenses.
• Manages collections and archives staff. Supervises, evaluates, hires, and trains staff and volunteers as required. Plans, organizes, directs, schedules, and executes the work of the Collections Department.
• Develops, monitors, and oversees the Collections Department budget.
• Ensures the coordination of identification photography for all newly accessioned objects and incoming loans; ensures that all new photography is uploaded to Collective Access and is properly stored. Works with curators and exhibition staff to prioritize and coordinate professional photography of the collection and installations for archival purposes. Researches, develops budget, and makes recommendations regarding the Digital Assets Management system.
• Working with Curators and other key museum staff, oversees deaccessioning of selected works from the collection according to the Collections Management Policy. Documents all aspects of the deaccessioning process, including but not limited to justifications, Board of Trustee approval, and sale or transfer of collections. Coordinates disposition of deaccessioned objects.
• Advises NBHOFM on collections-related facility issues. Works with the Facilities Department to ensure that environmental standards are maintained. Provides for proper storage of collections in the Museum’s care according to professional museum standards. Makes recommendations for storage planning, taking into consideration promised gifts and an anticipated collection growth.
• Leads the development of policies and procedures related to collections management and care. Develops, maintains, and implements the Collections Management Policy and procedures and ensures that the Policy reflects up-to-date professional museum practices and standards, and produces and revises collections management procedures. Works with museum staff to develop, maintain, and implement Integrated Pest Management Policy and Disaster Preparedness Plan.
• Works collaboratively with Museum Affairs and other museum staff to schedule and organize installations of major exhibitions and permanent collection installations, rotations, and site-specific installations. Provides recommendations for regular updates of rotation schedule for environment sensitive objects as well as long-term exhibition schedules.
• Participates in the planning and organization of installation schedules for temporary and permanent installations and other collections movement in consultation with Curatorial and Exhibition Departments.
• Leads routine inventory, updates Collections Management Plan every three years, and works with the Exhibitions Department to coordinate object, case, and gallery cleaning schedules as well as large-scale indoor and outdoor sculpture.
• Demonstrates a commitment to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion through respectful communication and cooperation with others.
• Represents the Museum positively and professionally to outside vendors and contractors, collaborators, and the public.
• Helps to build and expand collection and archive team’s technical and professional skills.
• Assists with Collection Committee record and meeting preparation; serves as primary liaison for the Collections Committees, including the accessioning committee.
• Performs other work as requested.

Qualifications

Education/Experience:

• An advanced degree or equivalent in Museum Studies, Anthropology, History, Art History, Material Culture Studies, or a comparable field.
• Seven years collections management experience in a senior leadership role at a museum.
• At least four years of administrative experience including budgeting, financial oversight, and project planning.
• Significant experience in a role of leadership, with responsibilities for managing, recruiting, and developing a team through periods of change, restructure, and growth.
• Broad knowledge of best practice professional museum standards for collections management, practices, and procedures, encompassing the care, display, and use of object and archival collections, as well as database management and registration methods.
• Experience with Collective Access, Archive Space, or a similar museum database.
• Understanding of the NBHOFM museum mission and a dedication to advancing it.
• The adaptability to work flexibly, including taking the lead on certain projects, working independently on others, and asking for guidance and assistance.
• A team-oriented and collaborative approach along with a positive outlook.
• Possess the traits of honesty, integrity, enthusiasm, and perspective; a very strong work ethic, supported by commitment and follow-through.
• The ability to manage multiple complex projects within deadlines.
• Ability to work well with museum staff, board members, donors, volunteers, contractors, conservators, and the public.
• Excellent written and verbal communication skills.
• Experience with Microsoft Office, and digitization and scanning equipment.
• Ability to perform other duties as needed

Physical Requirements & Work Environment

• Must be able to remain in a stationary position 50% of the time and able to traverse through office, museum galleries, loading docks and storage facilities.
• Requires the ability to operate standard office equipment including computers and keyboards for extended periods of time.
• Exerting up to 40 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects unassisted.
• Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• Requires some travel to offsite locations and storage facilities.
• Candidates must be available to work a Monday to Friday schedule during normal business hours including on call for emergency conditions, with occasional weekend or evening work required to support programs, events, receptions, and VIP collections access.
• Portions of the workday may be spent in non-traditional workplaces, including, but not limited to, collections storage facilities and exhibition spaces.

Core Competencies:

• Adaptability
• Strategic thinker
• Business Acumen
• Change Management
• Effective Communicator
• Initiative and Judgment
• Planning and Organizing
• Professionalism
• Proactive Problem Solver
• Adept with technology

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.