Collections Management Specialist

SUQUAMISH INDIAN TRIBE; Port Madison Indian Reservation (WA); On-site; USD 45,000 - 65,000; Full time

Job summary

Suquamish Indian Tribe is seeking a Collections Management Specialist to document, organize, preserve, and provide access to the museum's permanent collections and records. The role supports digitization, cataloging, and curation activities under grant funding through 2029, with responsibilities including data quality reviews, accessioning, and exhibition prep.

You will work with PastPerfect and standard CMS practices, assisting with training staff and volunteers while ensuring confidentiality

Qualifications

• Associate degree in museum studies, archives, library science, history, anthropology, Native American or Indigenous studies, or a related field.
• At least one year of experience in museum collections, archives, cultural resources, libraries, digitization, records management, or closely related work preferred.
• Experience working with Tribal communities, Indigenous collections, culturally sensitive information, or Tribal museums preferred.
• Knowledge of PastPerfect or other collections management system preferred.
• Proficiency with databases and common office software.

Responsibilities

• Conduct an initial review of collections records, cataloging practices, storage systems, workflows, and data quality; document findings and recommended corrections.
• Catalog, inventory, photograph, label, house, and track objects and archival materials; maintain accurate inventory records for projects.
• Support physical care and preventive conservation of collections; environmental monitoring and pest management.
• Assist with digitization, research requests, loans, rights and reproduction requests, and other collections projects.
• Maintain project records, statistics, work plans, and supporting documentation for grant reports and progress updates.
• Track grant-funded activities and ensure deliverables are completed within the project period.

Skills

PastPerfect familiarity

Databases

Office software

Attention to detail

Research & documentation

Education

Associate degree in museum studies or related field

High school diploma or equivalent

Tools

PastPerfect

Microsoft Office

Job description

Summary:The Collections Management Specialist supports the documentation, organization, preservation, accessibility, and physical care of the Suquamish Museum's permanent collections and associated records. The position reports to the Museum Director for employment, performance, scheduling, and administrative matters and works under the day-to-day technical direction of the Curator/Archivist for collections priorities, procedures, and quality review.This grant-funded position carries out the Institute of Museum and Library Services project work, including an initial collections-system review, cataloging and inventory improvements, collections care, digitization support, protocol documentation, staff training support, and accurate project tracking.Your Responsibilities:Conduct an initial review of collections records, cataloging practices, storage systems, workflows, and data quality; document findings and recommended corrections for the Curator/Archivist and Museum Director.Catalog, inventory, photograph, label, house, and track objects and archival materials in PastPerfect.Complete and maintain accurate inventory records for the Suquamish Collections and Manette Projects through the grant period ending August 31, 2029.Support the physical care and preventive conservation of collections through safe handling, appropriate housing, condition reporting, environmental monitoring, integrated pest management, housekeeping, and emergency-preparedness procedures.Assist the Curator/Archivist with digitization, collections research, researcher access, exhibits, loans, rights and reproduction requests, and other collections projects.Maintain reliable project records, statistics, work plans, and supporting documentation for monthly grant check-ins and required financial and performance reports.Participate annually in required IMLS training and the Association of Tribal Archives, Libraries, and Museums (ATALM) conference, subject to the approved grant budget and project schedule.Create, review, correct, and standardize accession, catalog, location, condition, provenance, donor, rights, restriction, and related records according to approved procedures.Maintain accession files and supporting documentation; prepare information for proposed acquisitions and assist with deeds of gift, receipts, and other ownership records under the Curator/Archivist's review.Use consistent naming, numbering, authority terms, data-entry standards, and file-naming conventions; conduct quality-control checks and document catalog accuracy improvements.Link digital images and associated documentation to collections records and maintain orderly physical and electronic files.Handle, move, label, pack, store, and rehouse collections using appropriate materials and safe museum practices.Prepare condition reports and promptly report damage, deterioration, pest activity, environmental concerns, missing documentation, or location discrepancies.Assist with monitoring and recording temperature, relative humidity, light, pest activity, equipment checks, housekeeping schedules, and follow-up actions.Support collection-security, access-control, disaster-response, and emergency-salvage procedures.Assist with incoming and outgoing loans, exhibition installation and deinstallation, object movement, packing, shipping documentation, and exhibit maintenance as assigned.Scan or photograph collections materials, create preservation and access files, enter technical metadata, perform file-quality checks, and maintain approved backups and storage structures.Assist with research requests, image and reproduction requests, and supervised researcher visitsAssist the Curator/Archivist with documentation and research related to NAGPRA and culturally sensitive collections.Prepare collections information, images, mounts, labels, or educational materials for exhibits and programs as directed.Maintain a detailed work plan and provide monthly progress updates showing completed cataloging, inventory, digitization, care, training, and data-quality activities.Compile accurate counts, examples, and narrative documentation needed for grant reports.Assist in documenting and implementing updated cataloging protocols and in training staff, volunteers, or interns on approved procedures and the collections management system.Track grant-funded activities and retain records needed to demonstrate that deliverables were completed within the September 1, 2026 through August 31, 2029 period of performance.Provide technical guidance to volunteers and interns assigned to collections projects; verify their work and report concerns to the Curator/Archivist.Your Education / ExperienceAssociate degree in museum studies, archives, library science, history, anthropology, Native American or Indigenous studies, or a related field; or an equivalent combination of relevant education, training, and experience.At least one year of experience in museum collections, archives, cultural resources, libraries, digitization, records management, or closely related work preferred.Experience working with Tribal communities, Indigenous collections, culturally sensitive information, or Tribal museums preferred.High school diploma or equivalent required.What to Expect:Knowledge of or ability to learn collections management, registration, archival arrangement and description, preventive conservation, digitization, and museum documentation practices.Proficiency with databases and common office software; experience with PastPerfect or another collections management system preferred.Strong attention to detail and ability to enter, review, reconcile, and protect complex collections data accurately.Ability to handle cultural materials safely and respectfully and to maintain confidentiality.Ability to follow detailed procedures, manage multiple priorities and deadlines, work independently for extended periods, and communicate progress or problems promptly.Ability to conduct careful research, write clear documentation, train others, and work collaboratively with people of varied backgrounds and work styles.Ability and willingness to travel for required training and conferences and to apply and share learned practices.Work is primarily performed in museum, archives, collections-storage, exhibit, and office environments. Exposure to dust, historic materials, or pest-management activities may occur; required protective practices and equipment must be used.Occasional evening, weekend, or adjusted hours may be required for project work, exhibits, emergencies, training, or special events.This is a grant-funded position supported for the project period ending August 31, 2029. Continued employment is contingent upon grant funding, satisfactory performance, and organizational need.