Photography & Manuscripts Collections Specialist

Job Description

Summary

The Utah Historical Society (UHS) is seeking to hire a full-time Photography & Manuscripts Collections Specialist to process collections and support the Collections team with strategic planning, projects, and collection moves.

Using best practices, the Photography & Manuscripts Collections Specialist will appraise, process and create finding aids for new and existing photographic and manuscript collections.

Along with other staff members, the Photography & Manuscripts Collections Specialist will participate in developing procedures for the use of the collection by members of the public in the Engagement Room.

In this position, the candidate must possess a broad knowledge of and experience in best practices in photographic and manuscript collection methodologies.

The candidate will assist with the supervision of current temporary projects. They will be collaborative and participative, be an effective listener with excellent verbal and written communication skills, and be organized with the ability to manage multiple projects at a given time.

The Utah Historical Society is currently building a new Museum of Utah that will include a collections storage facility to house the entire permanent collection of UHS and the Utah Division of Arts and Museums' Alice Merrill Horne Collection.

The Museum is scheduled to open in Spring 2026. Collections are scheduled to move to the new space starting Fall 2026. The Photography & Manuscripts Collections Specialist will be responsible for assisting in the movement of photographic and manuscript collections, including in the movement of materials to and from cool storage, between the various collections' storage sites to the new facility during exhibition installation starting Fall 2025 through the permanent collections move.

Supervision

The Photography & Manuscripts Collections Specialist reports to the Collections

Manager and may take direction from the Museum Director, the Director of Collections and Exhibitions, and the Engagement Room Manager.

The Photography & Manuscript Specialist may oversee Temporary Staff as needed.

The position is part of the Library and Collections team and will work alongside the Artifacts Collections Specialist, the Registrar, and the Engagement Room Manager.

The Library and Collections team reports to the Director of Collections and Exhibitions and Photography & Manuscripts Collections Specialist may be asked to assist the Exhibitions team on the Museum of Utah project.

Example of Duties

Photography and Manuscript Collections Management

• Process photographs and manuscript / archival materials into the permanent collectionCreate and supplement finding aids, process collections, complete archival storage solutions, perform noninvasive preventive conservation, and conduct Location tracking
• Steward storage space for special collections (photographs and manuscripts), including shelving needs and environmental monitoring of cool storage
• Maintain records of and related to the permanent collection
• Enter and manage record and collection information in the ArchivEra database
• With the Collections Manager, monitor and ensure compliance of environmental standards, including temperature, humidity, and pest control
• With Collections Manager, plan and prepare for any conservation needs of special collection materials
• Request supplies needed for photographic and manuscript material processing and storage to the Collections Manager.

Temporary Term-Limited Project Supervision

• Supervise Temporary staff on projects associated with yearly Collections Program Plan
• Ensure Temporary projects remain on schedule and staff have training and support as needed

Collections Care and Preservation

• With the Library & Collections Team, plan, prep and execute special collections move to the new facility
• Execute and participate in planning of Collections plans, policies, and procedures. Maintain and update, as needed, special collections policies and procedures, including database and cataloging standards, collections processing, and collections access
• Contribute to the development, review, and adaptation of the Collections team's annual program plans and budget
• Participate in long-term planning and program development as outlined by the Strategic and Program plans
• Acquisition Committee participationPropose collections for new acquisition, deaccession, or transferConduct research on potential donations or of unsolicited materialsParticipate in committee consideration of acquisitions, deaccessions, or transfers for other collection areas

Cross-Departmental Collaboration

• Respond to inquiries and requests from potential donors offering materials
• Support UHS activities and events, including Members' events, behind-the-scenes tours, and newsletter or marketing materials
• Work with Museum of Utah Exhibits Program Manager to support exhibit design and object / material needs including mount and preservation standards

Minimum Qualifications and Requirements :

To perform this job successfully, candidates must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

• Three (3) to five (5) years of professional level experience in and broad knowledge of best practices in photographic and manuscript collection methodologies
• Proven knowledge in the processing and care of photographs and photographic materials with an eye toward : properly addressing condition issues long term;

types of photographs and photographic processes; types of photographic materials and modes of deterioration; and environmental and exhibition standards.

• Experience in processing photographic and manuscript collections, including the creation of finding aids, establishing and developing records (physical and digital)
• Experience conducting collection inventories, using archival databases, and problem solving any found-in-collection materials
• Ability to handle collections safely and securely
• Ability to build, create, and house collections using archival materials
• Demonstrated ability to work effectively in a collaborative team environment
• Understanding the implications of new information for both current and future problem-solving and decision-making.
• Good organizational skills and ability to efficiently multitask, define problems, and facilitate resolutions
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Ability to build and maintain relationships with internal and external communities, the public, and vendors
• Communicate and collaborate effectively with internal personnel at all levels and the public in a supportive and positive manner
• Proven ability to provide effective customer service for internal and external client groups
• Motivating, developing, and directing people as they work, identifying the best people for the job.
• Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Ability to work independently or collaboratively with a high level of attention to detail, flexibility to work with changing or evolving schedules, and ability to prioritize tasks and meet deadlines.
• Ability to work unscheduled overtime during periods of collections moves
• Ability to climb ladders and scaffolding; ability to lift up to 50 lbs.; ability to stand for long periods of time; ability to use eyes and hands to examine and handle delicate objects.

Preferred Qualifications

Ability to safely use tools, including pallet jacks and blades

Additional Information

Full time with benefits

It is anticipated that this position will be hired between $26.75 - $34.00 per hour depending upon experience.

The Agency

For more information about the Utah Department of Cultural & Community Engagement and the Utah Historical Society and Museum of Utah, click here.

Benefits

The State of Utah offers eligible employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program.

Please click the following link for a detailed information page : Benefits.

About Us

Founded in 1897, the Utah Historical Society works to foster curiosity about the past, inform the present, and strengthen our shared future.

The agency continues to share the state's history through six major initiatives, including National History Day, the women's history initiative, publications, Peoples of Utah Revisited, Library & Collections, and the Museum of Utah.

Learn more about our work at history.utah.gov and explore our 2023-2027 Strategic Plan. (Download PDF reader)

Supplemental Information

• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending;

carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.