Collections Manager

Company Name: 

Charles M Schulz Museum and Research Center


2301 Hardies Lane
Santa Rosa, CA 95403

Contact Name: 

Dinah Houghatling





Job Description: 

Summary:        In accordance with the Museum’s Mission Statement, policies and procedures, the Collections Manager is responsible for implementing the Museum's mission and collection policies regarding the management, documentation and care of the collection and archives, including but not limited to, original artwork, personal effects, memorabilia, and archival materials including multi-media.  

Duties and Responsibilities:

The essential duties and responsibilities of the position are outlined below.  Other duties may be assigned.

  • Direct the management and care of the collection and archives, including data management, storage, research, inventory, maintenance and preservation
  • Manage and supervise the professional handling, conservation, care and storage of the collection
  • Administer the Museum's Collections Policy, Collection Procedures, Collection Development Plan, Risk Management and Emergency Planning for collection
  • Prepare, implement and monitor the annual Collections budget
  • Negotiate, administer and track legal contracts and paperwork related to Museum acquisitions, purchases, accessions, de-accessions and loans. Report these activities to the Collections Committee and Board with recommendations for approval
  • Research and assign insurance values to objects in the collection
  • Review and carry out the museum’s Fine Arts Insurance Policy; file insurance claims
  • Member of Acquisition Committee. Voting on possible acquisitions, liaison between business office and committee, liaison with private parties, processing required paperwork, and making shipping arrangements
  • Work with outside contractors to complete annual collections audit and make revisions to policy and procedures as required
  • Provide information services to the general public and staff, including access to collections, correspondence, general inquires and field authentication/appraisal requests
  • Give tours, media interviews, and public talks, as required
  • Identify and recommend objects to be Board Accessioned. Objects must meet categories and criteria listed in the Collections Management Policy for board accessioning, including clear titles of ownership and appropriate documentation.
  • Participate as a member of the exhibition development, design and installation team and advise on the inclusion of objects and proper display mounts. Perform physical installation of objects, including, but not limited to, object installation and handling, painting, and graphic placement
  • Vet, approve, and supervise all incoming and outgoing loans
  • Courier original artwork internationally and domestically, as needed
  • Research copyright for objects in the collection.  Direct staff and outside users on proper procedures for copyright acknowledgement and permissions
  • Supervise two full-time Registrars and two full-time archive staff
  • Conduct and maintain periodic physical inventory of museum collections
  • Review object condition, availability and insurance values for Traveling Exhibitions
  • Project Manager for special Collections, Archives, Exhibitions Department projects, as required

Supervisory Responsibilities

Directly supervises two Registrars and two Archive staff, carrying out supervisory responsibilities in accordance with the Museum's employee handbook, policies and applicable laws. Responsibilities include interviewing, hiring, and training; planning, assigning, and directing work; scheduling employees to ensure adequate staffing; appraising employee performance; addressing employee complaints and resolving problems.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Training:

Any combination of course work, training and work experience which would provide an opportunity to acquire the skills and abilities listed.  Normally, academic course work in library and information science, archival studies, art history, museum studies, history, or closely related courses would provide such an opportunity.  Master’s Degree in Museum Studies, Master’s Degree in Library and Information Science (MLIS) or related field is preferred.  Five or more years work experience in a related archival discipline including management experience is required.

Skills and Abilities

  • Broad knowledge of museum standards and practices
  • Experience with collections management software, PastPerfect preferred.
  • Good working knowledge of Microsoft Office Suite programs, Adobe, and Internet.
  • Knowledge of file and data management techniques used in museum registration and record keeping
  • Ability to work with limited supervision, to plan projects independently and bring them to conclusion on a timely basis
  • Ability to develop and manage budgets
  • Solid working knowledge of the principles of archival practices.
  • Knowledge of file and data management techniques used in museum registration and record keeping.
  • Be a self-starter with flexibility and a willingness to get the job done
  • Work occasional evenings or weekends
  • Valid driver’s license and acceptable level of personal auto insurance
  • Effective written and oral communicaiton skills
  • Ability to read and interpret documents and reports
  • Ability to write routine reports and correspondence 
  • Ability to speak effectively before groups of people
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse environment
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is

  • frequently required to sit, talk, hear
  • frequently required to use hands to finger, handle or feel, keyboard and mouse
  • occasionally required to stand; walk, sit, squat, kneel, crouch and reach with hands and arms.
  • regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds
  • occasionally required to climb, balance, stoop, kneel, crouch, and crawl
  • frequently required to us close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
  • occasionally required to drive and/or use employee provided transportation 
  • occasionally use hand tools, sanders, grinders, matt cutters

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally exposed to dust, oil, fumes, noise, and odors.

The noise level in the work environment is usually moderate, but can be occasionally noisy during exhibition construction projects.