Collections Manager

Company Name: 

The Annenberg Foundation Trust at Sunnylands


37977 Bob Hope Dr
Rancho Mirage, CA 92270-2008

Contact Name: 

Anne Rowe




Job Description: 


The Collections Manager is a full-time non-exempt employee of The Annenberg Foundation Trust at Sunnylands. This position reports to the Director of Collections and Exhibitions.

The Collections Manager plays an important role in establishing and achieving protocols to improve the care and preservation of, and access to, the Trust’s collections. The Collections Manager oversees the ongoing maintenance, storage, and display of the Trust’s collections and the records that document them. The Collections Manager works in cooperation with department director and staff, conservators, art handlers, exhibit fabricators, mount makers, internal facilities department, lenders, internal security, and internal housekeeping toward safeguarding the Sunnylands Collection. The Collections Manager is responsible for establishing and maintaining high standards of collections care utilizing best practices in digitization, storage, environmental conditions, housing, cataloguing, appraisal, etc. and then providing access to the collections.

Essential functions:

  • Manages all Senior Art Handler day to day activities and in planning and prioritizing additional projects such as digitization of collections
  • Oversees proper care of the collections throughout the multiple-building and on-grounds campus including within the archives building by monitoring and/or measuring the environmental conditions including pest control, mount monitoring, housekeeping, and ongoing restoration/conservation projects
  • Maintains proper documentation of the Sunnylands Collections, including ongoing updating of object, exhibition and loan files. Documenting activities include accessioning and deaccessioning, disposal, inventories, condition reports, conservation and restoration treatment reports, incoming and outgoing loans, object transportation, and other records
  • Maintains updated digital records in a management database (Past Perfect) Oversees ongoing digitization and storage of paper, video, and photographic collections. Contributes to exhibition planning, research, curation, loans, and installation
  • Provides access to collections via fulfillment of research requests from internal and external clients as well as editorial/marketing projects drawn from the archives
  • Supports catalog and label writing support for exhibits and exhibitions
  • Supports catalog photographic fulfillment, editing and securing usage and copyright permissions for all Sunnylands publications and marketing materials
  • Provides administrative support within the Collections & Exhibitions department such as accounts payable and scheduling operations support for the department
  • Supports the oral history program, which involves recruiting participants, writing personalized interview questions, overseeing the transcription of interviews, and cataloging the final product into the PastPerfect database
  • Able to create and deliver public presentations for public education purposes
  • Utilizes Past Perfect, Microsoft Office suite, Photoshop or other photo editing software
  • Expected to participate in ongoing professional development and/or education to stay current on best practices for collections care and other museum activities
  • Regular, reliable, and consistent attendance is an essential function of this job
  • Must be able to work after hours and work weekends and holidays on occasion
  • Performs other duties as assigned
  • Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands

Other functions:

This position description identifies only the essential functions and responsibilities of this position. It does not include all aspects of the position, or additional duties that may be assigned by the Director of Collections & Exhibition.  Please note there may be requests to contribute your skills, on occasion, to other departments that contribute to Sunnylands’ overall benefit.


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 will be made to enable individuals with disabilities to perform the essential functions of the position.

While performing the duties of this class, an employee is regularly required to stand and/or sit for long periods; talk and hear both in person and by telephone; and use hands and fingers to operate office equipment; and reach with hands and arms. The employee is occasionally required to walk, climb, stoop, or bend and lift up to twenty-five pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a professional office setting utilizing telephone, computer, and other office equipment. While performing the duties of this class, the employee is regularly required to work on multiple concurrent tasks with constant interruptions, reads and interprets documents and information; use oral communication skills; interact with Trust staff, the general public and others encountered in the course of work, some of whom may be dissatisfied, demanding and/or angry individuals. The employee must be able to work in a fast-paced environment. 


  • Bachelor’s degree in history, art history, museum studies, or a closely related field
  • Three years of professional experience managing archives and/or object collections in a museum or similar environment
  • Thorough, current knowledge of museum collections management standards and best practices
  • Experience with copyright and permissions for photographic usage
  • Proficient in Adobe Acrobat and/or Photoshop software for photographic editing
  • Demonstrated experience managing the care, preservation, and documentation of museum collections, especially in museum registration, collections management software, object handling and housing, loan procedures, and exhibition installation
  • Excellent project management skills
  • Able to perform moderate physical activity, such as climbing ladders, lifting up to twenty-five pounds, kneeling, and standing or walking for extended periods of time
  • Excellent object handling skills
  • Able to work occasional evening and weekend hours, including courier trips
  • This position requires a highly accurate and detail-oriented approach to all tasks
  • This position requires the skill to work independently and take initiative
  • Must be a competent, accurate writer and public speaker
  • Demonstrated interest or experience in historic home preservation preferred
  • Hands-on person with impeccable integrity and a desire to work in a dynamic environment
  • Able to thrive in a multi-faceted institution which expands beyond a traditional museum environment
  • Ability to drive a golf cart, shuttle, and a motor vehicle preferred