Permanent Collection Documentation Assistant (Part Time Temporary)

New York, NY

This temporary position assists with administrative tasks relating to permanent collection acquisitions. Working with the Director, Research Resources Department while the Permanent Collection Documentation Manager is on leave, the Assistant will complete designated tasks in a timely manner to process acquisition paperwork; complete acquisition-related data entry into the Whitney’s collection database, The Museum System (TMS); and file documentation for new and recent acquisitions in the Permanent Collection Documentation Office’s corresponding object files.

Primary Tasks:

  1. Under the supervision of the Director, Research Resources, the Assistant will draft acquisition paperwork using TMS-generated reports and templates, and will send, receive, and process the completed forms;
  2. Assist with verifying object and artist information and entering it into TMS;
  3. Track incoming and outgoing acquisition documents to ensure timely processing;
  4. Assist with ensuring collection management policies are followed;
  5. Print and file incoming acquisition paperwork, as well as documentation for recently ratified works

About the Permanent Collection Documentation Office:
The Permanent Collection Documentation Office collects, preserves, and makes accessible records pertaining to the institution’s permanent collection, oversees the Museum’s collection database (TMS), and creates and maintains the Content Standard Element Sets (CSES) for cataloguing and describing works of art in the museum’s jurisdiction. Its primary role is to document the history of the permanent collection and to provide primary source material (located in the object files and artist files) for staff, interns, and visiting researchers seeking further knowledge on the objects and artists in the Museum’s collection.

About the Research Resources Department:
The Research Resources Department supports the research needs of Whitney staff and members of the academic and museum communities by providing access to primary resources, published resources, and other research material relating to the Museum’s history, collections, and programming. Comprising the Research Resources Department are the Permanent Collection Documentation Office, Library, Archives, and Licensing division.

Bachelor’s Degree in Art History, Museum Administration, or Information Sciences. Graduate students or those who have recently completed graduate studies in these fields are also welcome to apply.

Previous experience processing acquisitions in a museum setting. Knowledge of collection information data and best practices. Careful attention to detail and efficient time management. Diplomatic communication with Whitney staff and external parties (artists, donors, galleries, researchers). Proficiency in TMS and the Microsoft Office Suite (Outlook, Excel, Word).

About the Whitney:

The Whitney Museum of American Art, founded in 1930 by the artist and philanthropist Gertrude Vanderbilt Whitney, houses the foremost collection of American art from the twentieth and twenty-first centuries. From her vision arose the Whitney Museum of American Art, which has been championing the most innovative art of the United States for 86 years. The core of the Whitney’s mission is to collect, preserve, interpret, and exhibit American art of our time and serve a wide variety of audiences in celebration of the complexity and diversity of art and culture in the United States. Through this mission and a steadfast commitment to artists themselves, the Whitney has long been a powerful force in support of modern and contemporary art and continues to help define what is innovative and influential in American art today.

EEO Statement:

The Whitney Museum of American Art is an Equal Opportunity Employer. The Museum does not discriminate because of age, sex, religion, race, color, creed, national origin, alienage or citizenship, disability, marital status, partnership status, veteran status, gender (including gender identity), sexual orientation, or any other factor prohibited by law. The Museum hires and promotes individuals solely on the basis of their qualifications for the job to be filled. The Museum encourages all qualified candidates to apply for vacant positions at all levels. This description shall not be construed as a contract of any sort for a specific period of employment.

COVID guidelines:

The health and safety of our Museum community is the highest priority.  As such, the Whitney Museum is requiring all newly hired staff members to be fully vaccinated and boosted with an FDA authorized and/or approved COVID-19 vaccine as a condition of employment. Requests for reasonable accommodations for medical, religious, or other reasons will be considered in accordance with applicable law.

Not sure you meet 100% of our qualifications? Research shows that men apply for jobs when they meet an average of 60% of the criteria. Yet, women and other people who are systematically marginalized tend to only apply if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or take the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest in the arts and culture space and what you hope to bring to this role.


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