Assistant Collection Manager - NYU Florence

NYU Florence is an Equal Opportunity Employer and is committed to a policy of equal treatment and opportunity in every aspect of its recruitment and hiring process without regard to age, alienage, caregiver status, childbirth, citizenship status, color, creed, disability, domestic violence victim status, ethnicity, familial status, gender and/or gender identity or expression, marital status, military status, national origin, parental status, partnership status, predisposing genetic characteristics, pregnancy, race, religion, reproductive health decision making, sex, sexual orientation, unemployment status, veteran status, or any other legally protected basis. All interested persons are encouraged to apply at all levels.The Assistant Collection Office (full-time, 40 hours a week in presence – 12 months) – reports to the Collection Manager.

The Acton Collection was created by the Mitchell Acton family during the first thirty years of the last century. It is located in Villa La Pietra NYU Florence campus, and it includes over 7.000 works of art, books, archival photographs, and other objects of cultural relevance, listed as part of the Italian National Heritage. The majority of the collections are on display and are preserved in their historical setting.

The Collection Manager Assistant plays a vital role in supporting the Collection Manager in the comprehensive care, management, and documentation of the collections at Villa La Pietra, including the House Museum, the Collection Office, and the outdoor sculpture garden. This position requires active involvement in the day-to-day operations of the museum, with particular attention to the academic use of the collections, their conservation, and the facilitation of research initiatives. During the apprenticeship, the incumbent will develop a vast array of skills, a core component of which will lead to take responsibility as registrar, assisting with the accurate documentation, cataloging, and record-keeping of all objects in the collection and its conservation. This includes maintaining and updating the collection management database, ensuring best practices in collection care, in-house exhibitions, scholarly and academic access, and supporting loans. Additionally, the Assistant Collection Manager contributes to outreach efforts directed at academic audiences and the broader community, helping to promote awareness and engagement with Villa La Pietra’s rich cultural heritage.

The Assistant Collection Office ensures equitable and inclusive treatment of students and other stakeholders at all times.

Principle Duties

Inventory and TMS Collections - Conservation Database Management (45%) 

• Assist with the intake of the Conservation Reports
• Digitization of the paper files and slides
• Naming and Indexing of paper and digital files   
• Assist with reporting damage and maintenance problems
• Assist with new objects and exhibition records (gifts, loans and in-house displays)
• Assist with record keeping and cataloguing 

Conservation Authorization Process (15%)

• Assist the Collection Manager and the conservators with Soprintendenza paperwork
• Maintain records for workflow of permission for conservation projects and documentation 

Collection Care Programming (20%)

• Assist the conservators and Collection Manager with the installation / moves programming
• Assist with keeping update the incident and maintenance Log
• Keep track of the  installation activities on site (programming and de-briefing) 

Outreach and Guided Tour (10%)

• Provide support and supervision on site with visitors and events
• Assist with guided tours and with  training for docents
• Provide support with NYU students’ activities in the collection and facilitate  their research projects

Communication and Media (5%)

• Planning the communication of the Collection Projects
• Assist with the visual documentation of the museum activities
• Assist with the dissemination of the information about the collection, the garden and the villa
• Provide support for the website and social media activities, in collaboration with the Digital Studio,  by preparing text & images for publication (i.e. flyers, website, posts etc.)

Other (5%)

• Assist  with day-to-day office operation
• Assist with interns in the collection area
• Other tasks as needed
  
  

Position Qualifications

Required Education
BA in Art History / Museology

Required Knowledge, Skills and Abilities
Fluent in Italian (C1) and English (C1)
Database skills
Excellent knowledge of Google Suite and MS Office and digital asset management systems
Proficiency in digital imaging management required

Successful candidates must show evidence of their ability to legally work in Italy

Preferred Education
Master in Art History / Museology and PhD or Scuola di Specializzazione

Preferred Knowledge, Skills and Abilities

At least one year of experience in an archival or museum setting

Preferred Knowledge, Skills and Abilities

Eligibility to accept an apprenticeship italian contract

NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at nyu.edu/nyugreen.

EOE/AA/Minorities/Females/Vet/Disabled/Sexual Orientation/Gender Identity