Description

Position Overview

The Paine Art Center and Gardens seeks a Collections Associate to support the stewardship and long-term care of its permanent collection of more than 1,700 objects. This is a hands-on, professional role focused on inventory, cataloging, documentation, and collections care within an accredited museum environment.

Working under the supervision of the Curator of Collections and Exhibitions, the Collections Associate will play a central role in gaining and maintaining intellectual and physical control of the collection through professional registration practices, database management, storage oversight, and collections planning support. The position is primarily collections-focused, with limited support for temporary exhibitions.

This position offers the opportunity to play a lasting role in ensuring the professional stewardship and care of the Paine’s collection for generations to come.

 
Key Responsibilities

Collections Inventory & Documentation

• Conduct and maintain a comprehensive, object-by-object inventory of the permanent collection
• Verify and reconcile accession numbers, object locations, and object counts
• Maintain and improve collections records in PastPerfect, including database cleanup and standardization
• Reconcile legacy paper files and consolidate object documentation into unified records
• Ensure all objects are photographed, labeled, and documented to professional standards
• Generate and maintain condition reports and track object movement

Registration & Records Management

• Support accessioning and deaccessioning in accordance with the Collections Management Policy
• Maintain accurate object, loan, and exhibition records
• Assist in developing and maintaining collections procedures and documentation standards
• Ensure records align with AAM standards and best practices

Storage & Preventive Care

• Implement improved storage and housing solutions for a range of object types
• Rehouse objects using archival materials and best practices
• Monitor environmental conditions and support preventive care efforts
• Assist with collections assessment and prioritization for conservation and deaccessioning

Collections Planning & Institutional Support

• Assist in the development of a long-term Collections Plan
• Compile and analyze collections data to support decision-making
• Prepare reports for staff, leadership, and the Collections Committee as needed

Exhibition Support 

• Assist with documentation and object tracking for temporary exhibitions
• Support condition reporting and object movement as needed

Requirements

Qualifications

Required

• Bachelor’s degree in Museum Studies, Art History, History, or related field
• 2–3 years of relevant museum collections or registration experience
• Experience with a collections management system (PastPerfect preferred)
• Knowledge of museum registration standards and best practices
• Strong attention to detail and organizational skills
• Ability to manage large-scale documentation projects
• Strong written and verbal communication skills
• Proficiency in Microsoft Office
• Ability to lift up to 30 pounds and work on ladders
• Valid driver’s license and ability to rent and safely operate vehicles for the transport of artwork and collections materials

Preferred

• Master’s degree in Museum Studies or related field
• Experience with inventory projects or database cleanup
• Experience handling a variety of object types
• Familiarity with AAM standards and MAP recommendations