Undergraduate Collections Assistant (Work Study Only)

Chatham University; Pittsburgh (Allegheny County); On-site; USD 13,000 - 18,000; Part time

Job summary

Chatham University invites applications for an Undergraduate Collections Assistant (Work Study) at Carnegie Museums of Natural History in Oakland, Pittsburgh. The role supports archival reorganization, digitization, and cataloging of mollusk-related collections and specimens.

Responsibilities include scanning archives, populating databases, and assisting researchers. Candidates must qualify for Federal Work Study and be enrolled in a related undergraduate program, with clearance requirements and

Qualifications

• Must qualify or be pre-approved for the Federal Work Study program
• Work 15 hours per week during Fall 2026/Spring 2027 terms, with a schedule of 5–10 hours per week
• Must be enrolled in an undergraduate program in a related field
• Must obtain PA Act 153 clearances (Clearances include PA Child Abuse History, PA State Police, FBI fingerprinting)
• Able to lift up to 50 lbs and ascend/descend ladders; sit or use a computer for extended periods
• Previous collection/archive experience and MS Access familiarity are a plus

Responsibilities

• Reorganizing archives or museum papers
• Scanning and populating databases
• Project planning
• Interaction with staff and visiting researchers
• Collections management tasks (organizing, numbering specimens, sorting materials)

Skills

Detail-oriented

Strong organizational skills

Self-starter

Independent worker

Education

Undergraduate student

Eligible for Federal Work Study

Tools

Microsoft Office

Microsoft Access

Job description

We value our students! If you see an open position that is right for you, we encourage you to apply!

Position Title: Undergraduate Collections Assistant (Work Study)
Location: Carnegie Museums of Natural History (Oakland), 4400 Forbes Ave, Pittsburgh PA, 15213
Department : Section of Mollusks (Malacology)
Employment Duration: Monday, August 24th, 2026 – Monday, May 3rd, 2027
Reports To: Mollusks Collection staff
Compensation: $11/hour

Purpose:

The Natural History Undergraduate Collection Assistant will aid collection managers in projects and tasks central to the organization and study of museum collections, research, and specimens. Archival work will include reorganizing and digitizing section archives which consist of reports, field notes, archaeological site records, personnel files, correspondence, financial records, staff projects, exhibits documentation, and all other section documentation from the last 125 years. This work will require the physical reorganization of the archives space, digitization of paper and photo documents, and aiding in the creation of an archival access database using Microsoft Office applications. Collections assistants also perform duties and tasks in the scientific sections: organizing specimens, cataloging, lab work, etc. Student workers will be assigned to projects aligned with their areas of study and academic foci adjacent to vertebrate paleontology, geology, mollusks, ornithology, environmental science, ecology, biology, herpetology, education, and other museum sections.

Responsibilities:

• Reorganizing archives or museum papers

• Scanning and populating databases

• Project planning

• Interaction with staff and visiting researchers

• Collections management tasks (organizing, numbering specimens, sorting materials)

Qualifications Requirements:

• Students must qualify or be pre-approved for the Federal Work Study program

• Must be able to work 15 hours per week during the Fall 2026/Spring 2027 terms, with a general schedule of at least 5-10 hours a week

• Must be currently enrolled in an undergraduate program in a related field

• During museum registration and onboarding, the final candidate must obtain Pennsylvania Act 153 clearances, including Pennsylvania Child Abuse History Clearance, Pennsylvania State Police criminal history report, and FBI fingerprinting clearance

• Some positions may require ability to go up and down a ladder and to lift boxes and other materials up to 50lbs. All positions may require extended periods of sitting or working at a computer

• Candidates should be self-starters, intensely detail-oriented, and adept at organizational skills. They must also be able to take direction successfully and work independently without constant supervision

• The successful candidate should have at least some undergraduate education in a related field such as anthropology, history, museum studies, archival studies, library and information systems, biology, ecology, environmental sciences. Previous experience with collection work, laboratory practices, or organizing and scanning documents and photos is helpful. Developing finding aids for archives and Microsoft Access experience are a plus.

All current student employees should notify their other manager(s) if you work multiple jobs on campus at the same time. Additionally, students may not work more than 20 hours per week (combined between all campus jobs) during the academic year. Students may not exceed 980 work hours per calendar year.

Student jobs do not automatically roll over to the next academic year or summer.

Chatham University strives to promote a campus environment that understands and embraces multiculturalism while increasing individuals’ intercultural competence. We actively work to build and sustain a diverse and culturally vibrant campus, which promotes employee and student success and retention.

Chatham University is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Chatham University does not discriminate on the basis of race, creed, color, religion, gender, gender identity, gender expression, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, age, national origin, age, disability, genetic information, veteran status, marital or family status, political affiliation, or any other characteristic protected by applicable law.