Collections and Outreach Administrator

The University of Alberta; Edmonton; On-site; CAD 68,000 - 96,000; Full time

Job summary

A leading academic institution in Edmonton is seeking a Collections & Outreach Administrator to oversee the management of its diverse geological collections and museums. The ideal candidate will hold a Master’s degree in Geoscience and have strong experience in collections management, including expertise in specimen evaluation and database systems. This full-time role includes responsibilities in curatorial operations, public outreach, and supporting educational initiatives. Applications can be submitted online before the deadline.

Qualifications

• Demonstrated experience in managing teaching and research collections.
• Proficiency with collection and database management systems.
• Formal training in museums or collections management.

Responsibilities

• Manage the Department's registered collections.
• Oversee departmental museums, including security and conservation.
• Provide technical support to faculty and staff for collections.

Skills

Specimen evaluation

Collections management

Database management

Organizational skills

Attention to detail

Education

Master’s degree in Geoscience or a related field

Tools

MIMSY XG

Microsoft Access

Microsoft Excel

Job description

• Job Category Library Serv, Archs & Curation
• Posting Date 01/27/2026, 07:02 PM
• Apply Before 02/10/2026, 06:55 AM
• Job Schedule Full time
• Locations Edmonton, AB, Canada (On-site)
• Grade 11
• Category Type Support Staff
• Position Type Support Staff - Regular
• College/Administrative Portfolio College of Natural And Applied Sciences
• Faculty/Department Science
• Annual Salary Range $68,553.60 to $95,537.64

About the Team

The Faculty of Science is internationally recognized for excellence in research and education. Through pioneering discovery and innovation, the faculty addresses global challenges across disciplines such as biology, chemistry, computing science, physics, mathematics, and earth sciences. Its work positions the university at the forefront of technological, environmental, and scientific advancement.

Job Description

This competition is open to all applicants; however, internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status. This position is a part of the Non-Academic Staff Association (NASA).

Location - This role is in-person at North Campus, Edmonton.

Position Summary

The Department of Earth and Atmospheric Sciences (EAS) at the University of Alberta maintains some of the largest and most diverse registered academic collections in Canada, spanning:

• Paleontology, Sedimentary Geology, and Environmental Collections: rock and fossil holdings extensively used in teaching and research.
• Resource Minerals, Meteorites, Drill Core, and Petrology Collections: linked to provincial and national priorities in resource exploration, critical minerals, and Indigenous.

The Collections & Outreach Administrator reports to the Chair, works closely with curators, and is responsible for the management of all active departmental collections supporting teaching, research, and public outreach, as well as the operations of two on-campus museums.

Responsibilities

Curatorial and Museum Operations

• Manage active, registered departmental collections, ensuring compliance with donor agreements, departmental and university policies, and applicable provincial and federal legislation, including:
  • Mineralogy and Petrology Collection
  • Trace Fossil Collection
  • Meteorite Collection
  • Invertebrate Paleontology Collection
  • Drill Core Collection
• Develop, implement, and communicate collection management policies and procedures; provide guidance to faculty, staff, and the public on regulatory and compliance requirements.
• Oversee the day-to-day administration of departmental museums, including exhibits, security, conservation standards, and facilities maintenance.
• Lead the planning, design, and installation of permanent displays and exhibits in collaboration with curators, faculty, the University of Alberta Museums, and external contractors.
• Maintain accurate and up-to-date records in internal collection databases and the University’s collection management system (MIMSY).
• Ensure comprehensive inventories and documentation for all active departmental collections.
• Provide technical expertise and collection-related support to curators, faculty, and staff.

Public Outreach and Institutional Engagement

• Serve as a primary point of contact with the University of Alberta Museums and the public for geological information and specimen identification.
• Administer interdepartmental and inter-institutional loans, including those subject to federal Cultural Property regulations.
• In collaboration with curators, review and approve loan requests involving destructive or invasive analyses.
• Act as the University’s primary contact for the assessment and evaluation of geological donations.
• Plan and oversee guided museum tours, including the recruitment and training of guides.
• Develop outreach, promotional, and educational materials in support of departmental museums and collections.
• Represent the department on outreach, museum, and collections related committees.

Teaching and Research Support

• Facilitate access to departmental rock and mineral collections in support of teaching, research, and approved sample withdrawals.
• Coordinate the procurement, preparation, and use of geological materials from registered collections for laboratory and classroom instruction.
• Advise faculty, course and laboratory coordinators, and graduate assistants on the appropriate selection and use of geological materials for instructional and research purposes.

Due to the hands-on nature of collections management, this position will require:

• Frequent heavy lifting of rock trays, specimens, equipment, and storage boxes.
• Transporting collection materials and specimen boxes between buildings and storage locations as required.
• Work in dusty/dirty environments requiring PPE.
• Frequent climbing and specimen retrieval from racked storage areas.

Qualifications

• A Master’s degree in Geoscience or a related field.
• Formal training in collections management, museum studies, or a related discipline.
• Demonstrated experience in specimen evaluation, identification, and classification.
• Minimum of 2 to 3 years of experience managing teaching, research, and/or type collections, with working knowledge of cataloguing practices and natural history collection standards.
• Proficiency with collection and database management systems and related software, including MIMSY XG, Microsoft Access, and Excel.
• Strong computer skills, including word processing and the use of basic graphics or image-editing applications.
• Demonstrated organizational skills, attention to detail, and the ability to manage multiple priorities effectively.

Application Instructions

Click "Apply Now" to submit your cover letter and resume.

About Us

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more .

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.