Collections Coordinator

Date Posted: 11/04/2022
Req ID: 28286
Faculty/Division: University College
Department: UC: Art Centre
Campus: St. George (Downtown Toronto)
Position Number: 00053005




About us:

The Art Museum is an internationally renowned centre for contemporary art and interdisciplinary inquiry located on the University of Toronto’s downtown campus, in Canada’s largest and most diverse city. With its two distinct gallery spaces (the Justina M. Barnicke Gallery at Hart House and the University of Toronto Art Centre at University College), the Art Museum offers intensive cycles of programming dedicated to artistic and curatorial experimentation. The Art Museum’s exhibitions are complemented by energetic offsite projects, widely accessible digital programs, and research engaging with the University of Toronto’s extensive contemporary and historical collections ranging from Byzantine icons and material culture to major 20th century works of Canadian and international art, and contemporary art in a wide variety of media.

Working with artists and curators of diverse backgrounds, embodiment and cultural contexts, the program emphasizes the intersectional potential of the visual arts and cultural practices, their ability to imagine new ways of being, and create other ways of knowing and belonging. This includes critically engaging with local histories, attention to their complex embeddedness in local and global relations, and modelling other possible stories.

An integral part of all our programs are the in-depth and wide-ranging experiential opportunities for students and faculty, emerging and established scholars, visitors and communities alike – with mentorships, academic and co-curricular engagement, co-productions, partnerships, and other participatory involvement -- to catalyze the possibility of transdisciplinary knowledge and greater awareness of the worldswe share.

Above all, the Art Museum aspires to be a welcoming meeting point to bring into conversation the university community and broader publics. Creating multi-faceted opportunities for dialogue, our program fosters deeper knowledge of the visual arts, and especially their unique contribution to ways of seeing, hearing, sensing, and thinking about what is happening at present, and what is urgent in our time.

Your opportunity:

The Collections Coordinator reports to the Curator (Collections and Art in Public Spaces) and collaborates with the team of the Art Museum in all matters concerning the development, care and maintenance of the University of Toronto’s Art Collection on the downtown campus. They will be able to navigate the complexities of working within and sustaining an ‘A’ designated institution with regard to the systems, protocols, and facilities of the care of the collection and exhibitions. Core duties include the examination, documentation and registration of objects in the collection, including implementing all aspects of acquisitions, de-accessioning, digitization, updating the database, and monitoring on and off-site storage. They include coordination of internal and external loans and the circulation of art on campus as well as responding to research/collections inquiries. They will be the point person at the Art Museum for procuring insurance coverage, reproduction rights and handling copyright issues. Supportingthe Art Museum’s mission of academic programming, the Coordinator will participate in and conduct workshops in collections management and related topics for students enrolled in courses for academic credit.

Your responsibilities will include:


  • Maintaining a database of art collection information
  • Coordinating loan and circulation of collection materials
  • Developing and maintaining procedures for the administration of art collections
  • Coordinating selection and acquisitioning processes
  • Verifying the accuracy and completeness of information
  • Developing task schedules in concert with project schedules
  • Booking the maintenance and repair of art work in the collection


Essential Qualifications:


  • Master’s Degree (Museum Studies, Collections Management, or related field), or equivalent combination of education and experience
  • Minimum of 3 years CollectionsCoordination in a mid- or large-size institution with collections of historical and contemporary art in a wide diversity of media
  • Thorough knowledge of A-designation museum standards and ability to monitor museum operations, exhibition spaces, work and storage areas accordingly
  • Possesses exceptional organizational skills and ability to work under pressure to meet deadlines
  • Demonstrated ability to multi-task and efficiently implement projects (acquisitions, digitization, loan-related processes, and reporting)
  • Working knowledge of processing of acquisitions (Gifts-in-kind, purchases, Cultural Property Review Board applications, donor correspondence and logistics)
  • Demonstrated experience managing digital database andupdating of records including digital images
  • Demonstrated experience working with multiple stakeholders to develop policy around the management of the collection
  • Ability to devise and implement organization plans and process improvementsfor services in collaboration with the Art Museum team
  • Ability to exercise professionalism, tact and discretion when working with staff of other museums, members of the art community or members of the public
  • Fostering and maintaining positive relationships with co-workers and all other stakeholders across all role responsibilities
  • Thorough working knowledge of TMS, MS Office, including Powerpoint, Excel, Word, Office 365
  • Excellent decision-making and trouble-shooting skills
  • Proactive experience and demonstrated commitments to anti-racist equity across age, culture, genders, identity and complex embodiment

Assets (Nonessential):


  • Grant Writing, teaching experience, overseeing casual staff, installation and exhibition coordination, conservation of art works
  • Certificate in Collections Management and/or Conservation an asset

To be successful in this role you will be:


  • Accountable
  • Discerning
  • Meticulous
  • Organized
  • Proactive
  • Procedural



Closing Date: 12/02/2022, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time Monday to Friday 8:45am to 5pm. Some overtime on weekdays, occasional overtime on weekends.

Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $71,842 with an annual step progression to a maximum of $91,875. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Arts & Culture
Recruiter: Maggie Ng

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact

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