Collections Manager of Art/Project Coordinator

Posted by OMA on 11/05/2019

Collections Manager of Art/Project Coordinator
Gilcrease Museum - Application Deadline: Open until filled


The Collections Manager of Art/Project Coordinator, under the supervision of the Director of Collections, will work with the Luce Project Team and with the Chief Conservator and project Conservator to identify conservation issues and assist in the physical care and management of two major areas of the museum’s collection, Native American painting traditions in the southern Great Plains region and the art and archives of Thomas Moran and his wife Mary Nimmo Moran. This is a two-year, full-time appointment. The position is funded through an award from the Henry Luce Foundation and is contingent upon grant funds being received.


  • Inventories items related to both projects including works on paper, anthropology collection items, and archives; identifies and corrects any numbering issues discovered during the inventory
  • Modifies existing database records and creates new records in collection management software (TMS) in coordination with Digitization Team Lead
  • Works collaboratively with the Luce Project Team which include:  Chief Conservator, Project’s Conservator, two Curators, Digitization Lead, and other part-time staff
  • Inventories and rehouses documentation associated with the collection including provenance and object files
  • Oversees Luce Project Team’s schedule, scope and timelines which includes: creation of final object lists for each project and ensuring milestones are being met while tracking project budget
  • Assists the Chief Conservator with rehousing of collection items related to the project which includes: works on paper and archive materials
  • Maintains cleanliness of art storage and project work areas including regular cleaning and stocking of needed supplies
  • Assists the Director of Collections with project management and coordination of project activities including writing weekly progress reports and yearly reports to the Luce Foundation
  • Provides access to collection items to other team members and tracks all movements of objects in TMS
  • Oversees all staff working in art collection storage areas to ensure collection policies and procedures are followed.
  • Carefully monitors progress to help ensure goals of the grant are met
  • Provides assistance to other staff as needed
  • Performs other duties related to the project as assigned


Master’s Degree in Museum Studies, Fine Art, or a related field from an accredited university or college; minimum three years of experience working in a museum environment; experience with handling collections objects and collections management software; considerable knowledge of preventive conservation practices and standards of the American Alliance of Museums best practices for the care and maintenance of collections; ability to both independently manage a project and to work effectively in a team; possess excellent communication and interpersonal skills; must be detail-oriented, self-driven; working knowledge of TMS or other museum collection database; ability to perform physical work; proficient in PC or Mac software applications, including Word, Excel, and Outlook

Physical Requirements

Physical dexterity sufficient to use a keyboard and telephone; carrying, pushing, and pulling up to 50 pounds; may be subject to extended periods of walking, standing, sitting, reaching, balancing, bending, kneeling, handling, climbing, and twisting; must have visual acuity to closely examine small objects, speech and hearing sufficient to perform interact with co-workers and to communicate well with professional and general audiences.

Working Environment:

Hours are Monday through Friday, 8:00 a.m. until 5:00 p.m.; occasionally working evenings or weekends may be required; occasional travel may be required.


The University of Tulsa seeks to recruit and retain talented students, faculty and staff from diverse backgrounds.  The University of Tulsa is an affirmative action/equal opportunity employer and encourages qualified candidates across all group demographics to apply.  The University does not discriminate on the basis of personal status or group characteristic including, but not limited to race, color, religion, national or ethnic origin, age, sex, disability, veteran status, sexual orientation, gender identity or expression, genetic information, ancestry, or marital status.

Please submit a cover letter, résumé, and contact information for three references to:  The University of Tulsa, Office of Human Resources, 800 S Tucker Drive, Tulsa, OK  74104 or submit online at  The review of applications will commence immediately and will continue until the position is filled.

The University of Tulsa is an Equal Opportunity Employer Disabled/ Veteran.