Collections Specialist – Chazen Museum of Art, University of Wisconsin, Madison

Location: Madison, Wisconsin


Category: Libraries, Archives, and Museums

Employment Type: Partially Remote

Employment Type: Staff-Full Time

Application Period Opens: Jul 25 2023 at 3:35 PM CDT

Apply By: Sep 17 2023 at 11:55 PM CDT

Job Number: 284077-AS

Job Summary:

The Collections Specialist for the Chazen Museum of Art will collaborate with the curatorial team to support the growth and management of the museum’s permanent collection of over 24,000 artworks. This position will provide a wide variety of general collection management services in support of the development, use, and preservation of the museum’s collections and associated data to enhance the teaching, research, and public service mission of the University of Wisconsin-Madison. This role will facilitate all aspects of the acquisition and accession process, manage physical storage inventories, implement museum preservation practices and collection policies, and maintain loan objects and documentation. The Collections Specialist will also provide research support for proposed acquisitions.


Manages museum or research collections and associated documentation and data to enhance teaching, research, and general interest. Implements museum preservation practices and collection policies and oversees collection documentation and reporting.

  • 15% Oversees collections management database or retrieval system, develops standards, oversees data entry, and provides digital access to the collections. Often serves as database administrator, accessions and catalog collections
  • 20% Oversees physical storage and access to the collection
  • 5% Manages incoming and outgoing (international, domestic and in-house) loans and associated documentation
  • 15% Organizes collections in and during installation of exhibitions, galleries, and laboratories
  • 10% Completes and submits permit reports, renewal requests, customs forms, insurance, and related paperwork
  • 5% Provides operational guidance on day-to-day activities of student workers and volunteers
  • 10% Serves as main point of contact and maintains relationships with donors, collectors, and colleagues
  • 20% Assists with collection-related research by compiling relevant scholarship and information for proposed acquisitions.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background – people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion



Bachelor’s Degree

Art history, museum studies, library information science, or other closely related field of study preferred.



– Demonstrated experience with collections management activities including object handling and collections database knowledge.


– Evidence of excellent communication and organizational skills.

– At least one year working at a museum, archive, gallery, or art organization in a collections management capacity.

The Chazen Museum of Art values diversity, equity, accessibility, and inclusion as essential to its mission and encourages applications from candidates that share a commitment to these values.

Work Type:

Full Time: 100%

This position will require work on-site at the museum with flexibility to perform some work remotely from home or another off-campus location.

Appointment Type, Duration:



Minimum $50,000 ANNUAL (12 months)

Depending on Qualifications

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see

The minimum salary for this position is $50,000. Actual salary is negotiable and will be based on the candidate’s experience, knowledge, skills, and abilities.

How to Apply:

Click here to go to the official job posting on the Jobs At UW job board, then click the ‘Apply Now’ button to start an application. You will need to upload a cover letter and resume. References will be requested from finalists later in the recruitment process.

Your cover letter should highlight your qualifications for this position, including professional experience working in an art museum (or comparable setting), as well as experience working with individuals and groups such as donors, clients, visitors, etc.

Questions may be directed to the contact listed below. Please no phone calls or drop-in visits.


Andrea Selbig

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Collections Manager II(LM017)



Employment Class:

Academic Staff-Renewable

Job Number:


The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:

Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

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