As part of the senior management team and the lead administrator for the Collections Department, the Director of Collections is responsible for the day-to-day strategic management of the Collections Department as well as fostering a collaborative culture within the department and across the Museum. Reporting to the Chief Operating Officer and working closely with the Director of Curatorial Affairs, this role will establish the collections strategy in the context of Honolulu Museum of Art’s (“HoMA”s) strategic and long-term plan for its collection of 55,000 artworks as well as the Museum’s Robert Allerton Art Library and the Museum’s Archives.
Charged with the care, preservation, and risk management of HoMA’s collections, and with ensuring that the collections are available for current and future visitors, the Director of Collections is responsible for all aspects of collections record-keeping for the permanent collections and loan material. This position also implements and enforces the Collection Department’s policies and practices, including ones pertaining to the acquisition, management, and disposition of art. This leadership role is responsible for balancing a complex and interconnecting set of priorities, ranging from digitization of the collection to keeping up to date with best practice innovation in the physical care and storage of artworks.
- Work with HoMA’s Senior Management Team to define, outline, and implement Collections Department goals to align with its near and long-term plans.
- Ensures all aspects of the physical and records management of the museum’s collections are properly handled according to museum best practices and professional standards, which includes accurate and up-to-date record keeping, proper standards of storage, security, risk management, and preventative conservation action.
- Oversees the care, management, shipping logistics, receipt, accessioning, cataloguing, labeling, and documentation of objects acquired for HoMA’s collections while adhering to current industry standards and best practices.
- Ensures the safe handling and security of the collection by overseeing and managing the movement, storage, and disposition of art objects. Conducts regular inventories of the collection according to the Collection Management Policy.
- Leads a team which manages all details regarding incoming and outgoing loans and temporary exhibitions, including contractual arrangements, loan agreements, adherence to exhibition contracts, condition reports, photo and archival documentation, and related cataloguing information. Schedules and oversees all shipping arrangements, including the coordination of packing, unpacking, and crating of objects. Designates and coordinates couriers from HoMA, lending, and borrowing institutions. Determines courier assignments and trains couriers as required.
- Works to ensure HoMA has clear title to works in its collection, maintains customs and international import documentation, processes abandoned loans according to policies and laws, facilitates repatriation claims, and ensures compliance with NAGPRA as well as other with State, Federal, and international laws and treaties.
- Manages fine arts insurance liability, negotiates insurance renewals, and maintains insurance coverage. Supervises and administers the coordination of insurance on incoming and outgoing loans, including collaborating with Curator(s) and Grants Manager to execute applications for federal indemnification for international exhibitions. Processes liability and damage claims. Maintains up-to-date valuation of objects in the collection and works with outside evaluators, specialists, and conservators. Maintains regular cooperative contact with shipping, insurance, and customs brokers.
- Leads a team which oversees and manages TMS, the computerized collections management system for the Museum. Serves as systems administrator. Ensures the accuracy and completeness of collections records by reviewing, updating, implementing, and enforcing adherence to data standards. Oversees systems upgrades and maintains user licenses.
- Manages collections, archives, collections photography, installations, conservation technician, and library staff. Supervises, evaluates, hires, and trains staff and volunteers as required. Plans, organizes, directs, schedules, and executes the work of the Collections Department.
- Develops, monitors, projects, and oversees the Collections Department budget.
- Coordinates identification photography for all newly accessioned objects and incoming loans; ensures that all new photography is uploaded to TMS and is stored on the server. Works with Curators to prioritize and coordinate professional photography of the collection and installations for archival purposes. Researches, develops budget, and makes recommendations regarding Digital Assets Management system. Oversees rights and reproduction permissions for the collection.
- Working with Curators, oversees deaccessioning of selected works from the collection according to the Collections Management Policy as required. Documents all aspects of the deaccessioning process, including but not limited to justifications, Board of Trustee approval, and sale or transfer of works of art. Coordinates disposition of deaccessioned works of art. Coordinates sale and disposition of deaccessioned works of art as required.
- Advises HoMA on legal and tax matters relating to bequests and gifts of art, accessions, estate planning, and co-ownership agreements of works in the collection in consideration of ethical and risk-management issues.
- Advises HoMA on collections-related facility issues. Works with Facilities Department to ensure that environmental standards are maintained. Provides for proper storage of artworks in the Museum’s care according to professional museum standards. Makes recommendations for storage planning, taking into consideration promised gifts and an anticipated collection growth.
- Leads the development of policies and procedures related to collections management and care. Develops, maintains, and implements the Collections Management Policy and procedures and ensures that the Policy reflects up-to-date professional museum practices and standards. Produces and revises collections management procedures. Works with Facilities Department to develop, maintain, and implement Integrated Pest Management Policy and Disaster Preparedness Plan.
- Works collaboratively with Director of Curatorial Affairs to schedule and organize installations of major exhibitions and permanent collection installations, rotations, and site-specific artist installations. Oversees regular updates of rotation schedule for light sensitive objects (textiles, works on paper, scrolls, prints, and photographs) as well as long-term exhibition schedules.
- Participates in the planning and organization of installation schedules for temporary and permanent installations and art movement in consultation with Curators and Lead Preparator.
- Leads routine inventory, updates Collections Management Plan every three years, and oversees object, case, and gallery cleaning schedules, including of large-scale outdoor sculpture.
- Demonstrates a commitment to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion through respectful communication and cooperation with others through continuous training and while modeling inclusive behaviors.
- In partnership with HR, supports the leadership team in ensuring equitable experiences, strengthening inclusion acumen, and promoting a culture of inclusivity and belonging that embraces the contributions of all staff.
- Represents the Museum positively and professionally to outside vendors and contractors and occasionally tours VIPs or new trustees through storage and collection areas as needed.
- Helps build and expand installation team’s technical and professional skills.
- Assists Director of Curatorial Affairs and Director & CEO with Collection Committee record and meeting preparation; serves as primary liaison for the Collections Committee.
- Performs other work as requested.