Collections Coordinator – University of Pennsylvania Museum of Archaeology and Anthropology (Penn Museum), Philadelphia, PA

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements, visit the Penn COVID-19 Response website for the latest information. 

Posted Job Title

Collections Coordinator

Job Profile Title

Assistant Museum Collections

Job Description Summary

Responsible for assisting the museum’s collections staff (archivists, conservators, keepers, and registrars) in providing support for curricular activities that make use of the museum’s collections on display and in storage. Work with collections staff to transfer objects between storage and classroom spaces. Monitoring and supervising collections study and use during visits by students, faculty, and researchers. Reviewing, assessing, and proposing new policies and procedures to ensure that curricular needs are met. Coordinating with archive and conservation team members to provide training for object-intensive courses.

Job Description

The Collections Coordinator for Academic Engagement reports to the Office of the Deputy Director, specifically to the Director of Academic Engagement, and is responsible for coordinating curricular activities that make use of the Museum’s collections on display and in storage. Specific duties may include, but are not limited to: coordinating class visit schedules and ensuring staff coverage; working with collections staff to transfer objects between storage and classroom spaces; monitoring and supervising collections study and use during visits by students, faculty, and researchers; reviewing, assessing, and proposing new policies and procedures to ensure that curricular needs are met; preparing reports on class use numbers and other pertinent data; coordinating with Archives and Conservation to provide training for object-intensive courses.


  • Class Use Management. As directed, schedule, monitor, and support collections study and gallery use by Penn students and faculty.
  • Class Use Coordination. Review schedule of upcoming class visits to ensure classroom availability, staffing, object movement, and permissions. Maintain email account and ensure prompt responses to faculty and student inquiries.
  • Class Use Reporting. Monitor and report on various Class Use statistics for collections study room and gallery visits, student research, and online exhibits. Prepare these reports for internal (ODD, Management Team) and external (Museum Board, Penn) review.
  • Student and Faculty Engagement. As needed, assist with the planning and execution of other student and faculty programming, including special exhibitions, internships, work-study supervision, student research projects, and the maintenance of website and marketing materials.
  • Perform additional duties as assigned


  • Bachelor’s degree in a field related to the Museum’s holdings and/or in Museum Studies (Collections Management) required
  • Masters preferred
  • 0–3 year experience, or equivalent combination of education and work experience; broad knowledge of material culture, including archaeological and ethnographic materials required; record of involvement in excavations and/or field research preferred
  • Computer literacy required
  • Experience with collections management databases (e.g. EMu or Archivist’s Toolkit) preferred
  • Strong organizational skills and attention to detail required. Ability to multi-task required
  • Art handling experience preferred
  • Manual dexterity required
  • Ability to lift up to 50 lbs required

Application Requirement:

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Targeted Pay Range: $17.98 – $23.00 per hour

This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Job Location – City, State

Philadelphia, Pennsylvania

Department / School

University Museum

Pay Range

$17.98 – $27.09

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. 

Affirmative Action Statement 
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn’s exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you’ll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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