Job Posting: Assistant Collections Manager Chicago Academy of Sciences/Peggy Notebaert Nature Museum

Tue, 2018-01-16 10:33 -- sellis

Assistant Collections Manager (Full Time)
Chicago Academy of Sciences / Peggy Notebaert Nature Museum

Position Overview:

Reporting to the Director of Collections, the Assistant Collections Manager assists with the management, preservation, and accessibility of the collections. This position will continue specimen data migration from the scientific and teaching collections into Arctos (, our online digital collections management system and may assist with other institutional digital initiatives.

This position is stationed at CAS/PNNM’s off-site collections facility in the Ravenswood neighborhood and conducts work periodically at the Nature Museum in Lincoln Park. Regular schedule is Tuesday through Saturday.

Principle Responsibilities:

  • Manage data migration process from Excel inventory spreadsheets into the Arctos collection management system, conducting quality assurance and control throughout data migration as well as with data already in Arctos.
  • Manage the media migration process into Arctos, for media associated with collection objects or collecting events.
  • Provide instruction and documentation on using Arctos to CAS/PNNM staff, interns, and volunteers. Contribute to Arctos community documentation when relevant.
  • Use SQL and Coldfusion Report Builder to design reports to pull Arctos data for automated creation of labels, forms, and summaries.
  • Serve as the primary contact between Arctos’ technical staff and CAS/PNNM.
  • Serve as CAS/PNNM’s representative to the Arctos Working Group.
  • Ensure that biological specimen data managed in Arctos are available on biodiversity data aggregator sites including VertNet, iDigBio, and GBIF.
  • Remain abreast of metadata standards for various disciplines represented in CAS/PNNM collections, including biological (e.g. Darwin Core, Audubon Core, EML) and cultural (e.g. MARC, Dublin Core).
  • Document online collections presence, including impact and growth, with quantitative and qualitative metrics.
  • Georeference specimen localities and provide georeferencing training to interns and/or volunteers.
  • Assist with the supervision of a significant volunteer base. Train volunteers on new projects and provide regular review of their work. Work with the Director of Collections to develop new volunteer and intern projects as needed.
  • Promote the collections through collection tours, social media, programs, exhibits, and institutional events.
  • Assist with collections management records and documentation.
  • Assist with preservation improvements and re-organization of the collections.
  • Assist with ongoing maintenance of the collections facility and environmental monitoring.
  • Collaborate with other Museum staff to use the collections in exhibits and programs.

Required Education and Experience:

Bachelor’s degree with minimum of two years experience working with museum, library, or archive collections. Working knowledge of current best practices in museum collection management and the ability to apply this knowledge across a broad spectrum of disciplines and materials including zoology, earth science, archives, historic artifacts, art, and photography.

Must have strong Windows and Microsoft Office experience. Strong proficiency with relational databases and digitization software, and a willingness to learn new technology. Ability to troubleshoot computer issues beneficial.

Experience using OpenRefine to clean data and GitHub for project management. Knowledge of SQL and XML beneficial.

Possess a strong work ethic and ability to set priorities for projects and deadlines. Be highly organized and excellent attention to detail. Must have good interpersonal skills and ability to clearly communicate in a professional manner.  Applicants must be able to lift 25 lbs unassisted, climb and work on ladders, and work within 32-inch aisles.

Who We Are:

The Chicago Academy of Sciences / Peggy Notebaert Nature Museum (CAS/PNNM) has a history of connecting people with nature and science for over 160 years. Originally founded as an institution of scientific discourse and learning between scientists and nature enthusiasts, we continue to build on our legacy of natural history exploration and education at the Peggy Notebaert Nature Museum through immersive exhibits, critical conservation and research initiatives, public engagement and education programming. Our mission is to create a positive relationship between people and nature through collaborations, education, research and collections, exhibitions and public forums to grow our region’s urban connection to the world of nature and science.

The natural history collections are interdisciplinary and consist of 300,000 specimens and artifacts from zoological and earth science disciplines to cultural heritage items that date from the 1830s to the present. The archives include institutional records, manuscript collections, and a photography collection. The library is focused on the natural sciences and includes monographs and serials. Find out more at

How To Apply:

Please send your cover letter and resume in MS Word or PDF format, with three references, to: No phone calls please. Only qualified candidates will be contacted.

The Chicago Academy of Sciences/Peggy Notebaert Nature Museum is an Equal Opportunity Employer.