Manager, Permanent Collection Information and Time-Based Media Acquisitions

New York, NY
Full Time

Reporting to the Benjamin and Irma Weiss Director of Research Resources, the Manager, Permanent Collection Information and Time-Based Media Acquisitions oversees the information management of the permanent collection. The position actively pursues, researches, and records data relating to all artworks in the collection, including provenance, exhibition and publication history, installation parameters, as well as other related historical and technical information. As part of the process, the position drafts, sends, and receives critical data and information for the permanent collection and works actively internally and externally to foster the procurement, retention, and use of collection data.  For time-based media works of art, the position coordinates and facilitates all acquisition documentation as well as information relating to installation and technical parameters.


  • Drafts, monitors, and receives all questionnaires relating to the permanent collection to artists, galleries, and estates, and data enters received information into the museum’s collection management system (TMS)
  • For time-based media works, the position administers all acquisition documents and works closely with Conservation, Registration, and the Permanent Collection Documentation Manager on completing acquisition processes in a timely manner
  • Works closely with compiling vital information and data for Biennial TBM acquisitions in concert with Registration, AV, Exhibition Design, as well as artists and external vendors.
  • Working with the Permanent Collection Documentation Manager, administers the maintenance of permanent collection object files (digital and analog), as well as providing support for collections information use for museum departments
  • Following museum-wide content standards, known as the Content Standard Element Sets (CSES), for cataloguing and describing works of art, complete data entry and data cleanup for object and artist records in TMS
  • Provides reference support for collection information requests externally, such as loans and exhibitions, that supports the historical and contemporary research needs of museum collection care


  • Bachelor's degree, Master's degree preferred in Art History, Arts Administration, Material Culture, Museum Studies, or Information and Archival Sciences
  • Experience utilizing descriptive content and metadata standards as they relate to cultural objects
  • 2-3 years of experience working in a Museum focused on cultural information best practices and archival standards
  • Strong knowledge of Microsoft 365 and proficiency in The Museum System (TMS)
  • Knowledge of descriptive standards, such as Cataloguing Cultural Objects (CCO), Categories for the Description Work of Art (CDWA), and the Getty Art & Architecture Thesaurus (AAT)

Compensation and Benefits:

  • Compensation rate of $68,000 per annum
  • Medical, Dental, Vision, 403(B) elections
  • Generous PTO benefits
  • Commuter benefits - parking and mass transit
  • Admission to world-renowned museums across the city and nationally
  • Pet insurance and discounted membership for Citibike

The advertised pay rate is not a promise of a particular wage for any specific employee. The specific compensation offered to a candidate may be dependent on a variety of factors including, but not limited to, the candidate’s experience, education, special licensing or qualifications, and other factors.

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. 

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.


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