Harvard Art Museums

32 Quincy Street
Cambridge, MA 02138

Date Posted:
August 29, 2019

Eastern Massachusetts



Staff Assistant, Digital Imaging and Visual Resources (DIVR)

Reporting to the Director of Digital Infrastructure and Emerging Technology (DIET), the Staff Assistant is primarily responsible for the administrative duties that support the department of Digital Imaging and Visual Resources (DIVR). Please note: This is a two-year term position, with possibility of extension based on continued funding and business needs.

Roles and Responsibilities:
  • Process internal and external image licensing requests; serve as the primary point of contact to receive, review, coordinate, and fulfill these requests
  • Maintain the departments inventory; make purchases for the department
  • Assist in preparing the departments yearly budget
  • Provide financial support by tracking the annual budget, and reconciling monthly financial reports
  • Maintain the departments calendars of activity; assist with scheduling meetings
  • Maintain the departments paper and electronic files; including departmental information on the museum’s intranet and public website
  • Attend meetings and records minutes including action items; post minutes to Basecamp
  • Assist with producing written and visual documentation of studio projects and workflows as part of a shared resource of reference material and catalogue of activity
  • Assist with data management and cleanup in The Museum System (TMS), Filemaker, and other custom database applications
  • Coordinate equipment shipments between museums offices and for repairs
  • Assist with DIVR specific software testing; run test scripts and report back during software upgrades
  • Other duties as assigned
Minimum of three years of related experience with demonstrated office administration and customer service skills required. Bachelor's degree preferred. Experience in a creative environment or cultural institution preferred. Project management experience. Photography/film production experience preferred. Demonstrated computer skills. Experience with TMS or similar collections management software a plus. Demonstrated interest in art history preferred. Self-motivated working style. Excellent writing and verbal skills. Strong interpersonal skills with a focus on service. Ability to handle multiple, complex projects with the capacity to handle questions and instructions from diverse constituencies. Ability to work effectively in a collaborative and collegial setting, establish priorities, achieve goals, and direct multi-faceted projects. Strong organizational skills; detail oriented; ability to work independently with minimal supervision and as an effective member of a team.
Apply by:
October 24, 2019
About this Organization:

The Harvard Art Museums — the Fogg Museum, Busch Reisinger Museum, and Arthur M. Sackler Museum — are dedicated to advancing and supporting learning at Harvard University, in the local community, and around the world. The museums have played a leading role in the development of art history, conservation, and conservation science, and in the evolution of the art museum as an institution. Through research, teaching, professional training, and public education, the museums strive to advance the understanding and appreciation of art. Programs encourage close looking at original works of art, collaboration with campus and community partners, and the production of new scholarship. For more information, please visit our website at harvardartmuseums.org.