Manager of Collections and Special Projects

SUMMARY OF POSITION:

The Manager of Collections and Special Projects is responsible for stewarding Colburn's archival and instrument collections and coordinating select institutional projects, including summer programs. The position reports to the Director of Library for all special collections responsibilities, and to the Vice Provost for Student Affairs and Campus Initiatives for instrument collections and special projects.

This role combines archivist responsibilities with administrative oversight and cross-departmental coordination, and requires an individual with exceptional organizational skills, attention to detail, and the ability to serve as a central hub for collections management and project execution.

Colburn's current holdings include the Piatigorsky Archive (papers and effects of cellist Gregor Piatigorsky), the Herbert and Trudl Zipper Archival Collection (spanning five decades and documenting their lives, including the Holocaust years), the marked scores of pianist Theodore Lettvin, and the performance scores of conductor and composer Esa-Pekka Salonen. The Manager will ensure that current and future collections are preserved, activated, and shared with the community through traditional archival practices as well as dynamic programming, including performances, public engagement opportunities, and the showcasing of ephemera.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Special Collections (Library)

• Serve as the lead archivist for Colburn's existing and future special collections
• Develop, arrange, and describe collections in accordance with archival standards and practices, including creation of finding aids and digital tools.
• Maintain systems for digitization, cataloguing, and long-term preservation.
• Host events, presentations, and tours to engage students, faculty, donors, and the public with the collections, serving as a docent and spokesperson.
• Activate the collections through exhibits, performances, and programming that integrate archival materials into the life of the community.
• Supervise student workers, interns, and volunteers supporting archival projects.
• Support outreach and communications to highlight the importance of the collections and their integration into Colburn's mission.
• Other duties and responsibilities as assigned.

Instrument Collections (Provost's Office)

• Serve as the central administrator and liaison for Colburn's rare and community-use instrument collections, working closely with faculty, students, philanthropy, and other departments.
• Design and implement an organizational system to track instruments, including cataloguing, loan agreements, insurance, maintenance schedules, and condition reports.
• Oversee all insurance matters for instruments, including maintaining accurate coverage, processing renewals and payments, and ensuring compliance with policy terms.
• Develop and manage loan documentation, ensuring students and faculty sign appropriate agreements that clearly outline responsibilities, conditions of use, and insurance coverage.
• Evaluate and, if appropriate, adopt new software tools to support inventory management and reporting.
• Track instrument usage and oversee periodic audits to ensure proper care, security, and compliance with donor intent and institutional policies.
• Coordinate with each academic units, Philanthropy department, and faculty regarding repairs, valuations, acquisitions, and long-term stewardship.
• Develop and maintain clear procedures and records to support efficient and transparent management of instruments across units.
• Other duties and responsibilities as assigned.

Special Projects and Summer Programs (Provost's Office)

• Provide organizational and administrative support for institutional initiatives and special projects, including summer programs.
• Work closely with the Associate Dean of Center for Innovation and Community Impact, who serves as the lead for summer programs, to support planning, logistics, and execution.
• Assist in planning, logistics, and execution of events, workshops, and program activities.
• Support cross-departmental collaborations, ensuring clear communication and timely follow-through.
• Uphold confidentiality and professionalism across all…