Archaeological Collections Manager

Website Santa Clara University


Cultural Resource Management

Position Type: Regular

Salary Range: $28.13-$32.34/hour; commensurate with experience

Pay Frequency: Hourly

The Operations division is a team that is tasked with providing an exceptional campus environment to the faculty, staff, students, and visitors of SCU.  We are successful as a team when we:

  • Put the needs of our customers first;
  • Constantly improve and innovate the way we conduct business; 
  • Construct a positive work environment that allows our team to work together and thrive.

We focus on our customers by emphasizing availability and providing professional, dependable service. We innovate and improve our business through performance analysis, leveraging technology, and employee training.  Finally, we construct a positive work environment by emphasizing the importance of teamwork and communication.  We expect all members of our team, new and veteran alike, to advance the ultimate goal of providing an exceptional campus environment by succeeding in these three critical areas.  

The Archaeological Collections Manager will experience the inner workings of an archaeological laboratory by performing various collections-based duties and working on a variety of projects that require different skills. Under the general direction of University Operations and direct supervision by the Director of Cultural Resources Management, the Archaeological Collections Manager will be responsible for all aspects of management and stewardship of the permanent collections. Essential responsibilities include managing activities related to the permanent collection, exhibition coordination; registration of objects, cataloging, and inventory control; packing, crating and shipping of collections; management of outgoing loans; evaluation of collection conservation needs and implementation of long-range collections care plan; maintaining storage facilities and serving on collections/exhibitions project teams.

The successful applicant will also be responsible for cataloguing backlogged collections and will be directly responsible for managing the physical care and storage environment of the archaeological collections. This colleague must work cooperatively and creatively with staff, students and volunteers at the CRM facility and with university partners and contractors, ensuring that the overall institutional goals are maintained and programs are effectively promoted. This is a full time, FTE position.


Care of Collections (Primary duty)

  • Work closely with the Director of Cultural Resources Management to oversee stewardship of the archaeological collections including policy and procedure creation and enforcement.
  • Organize the collections rooms and assign barcodes to each box; maintain associated database and inventory.
  • Direct and supervise volunteers and students with the reconstruction and/or cross mending of catalogued objects.
  • Direct and supervise volunteers and students with the labeling of artifacts and packaging materials.
  • Rehouse old collections that are incorrectly packaged (non-acid free boxes, etc.) into archivally stable materials.
  • Monitor environmental condition of objects (desiccants and HOBO sensors).
  • Administer Integrated Pest Management (IPM) Program – coordinate with IPM contractor and pest traps to ensure there are no infestations, if there are, be able to treat the infestation/work with IPM Contractor to treat.
  • Coordinate conservation efforts;
  • Manage object and accession records, both paper and computer.
  • Track object locations and condition within the facility, e.g. display areas, using a database.
  • Track project collections temporarily housed at CRM facilities for analysis.
  • Coordinate and perform inventories of objects on display and storage areas both on and off site.
  • Coordinate and implement rotation schedules for objects on display.


  • Collections Catalog Backlog Reduction (Primary duty)


  • Reduce project backlog: catalog archaeological collections from legacy projects using an electronic collections database (including digital images). Assign accession and catalogue numbers to collections and individual artifacts.
  • Recommend individual artifacts and collections for deaccession in accordance to the written deaccession policy.


  • Public Outreach (collaborative programs, loans, exhibits, etc.)


  • Assist the CRM director with the creation of a strategic plan for exhibitions.
  • Manage the volunteer corps and student workers/interns.
  • Prepare loan agreements with museums and other SCU departments.
  • Manage transfer arrangements for exhibitions, including receiving and releasing all incoming/outgoing exhibition loans.
  • Respond to various requests and inquiries from staff and the public about the collections.
  • Create appropriate database records for exhibition loans including generating lists as well as incoming and outgoing receipts.
  • Manage outgoing loans, both internal to SCU and regional institutions, particularly those temporarily housed offsite to CRM contractors.


Cultural Resource Management (CRM) Support


  • Act as field liaison between CRM director and CRM consultants; providing logistical support as needed.
  • Assist CRM contractors with field projects by providing help with artifact identification, particularly during the screening process.
  • Coordinate, with CRM field lab, the packaging, recordation and transfer of artifacts during field recovery efforts.


Other duties as assigned.



  • Supervise volunteers and student workers on various laboratory and curation tasks by providing training, work direction, and problem solving assistance.
  • Act as liaison and coordinator for field laboratory organization and logistics between CRM contractors and SCU.




  • Must be proficient working with and maintaining large databases;
  • Must be committed to education and excellence; discretion, confidentiality, professionalism, and enthusiasm for collaboration;
  • Must demonstrate experience including the ability to exercise sound judgment and decision-making.
  • Must demonstrate the ability to be an effective team member who can work in a dynamic and collaborative environment;
  • Must be able to work independently;
  • Must be detail oriented;
  • Exhibit ability to plan, organize, and implement complex filing and research systems;
  • Exhibit ability to multi-task and problem solve;
  • Exhibit ability to work in a team-oriented environment;
  • Exhibit ability to communicate effectively, verbally and in writing; ability to establish and maintain effective working relationships with volunteers, assistants, supervisor, other agencies, and the public.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.


This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.




  • Bachelor’s degree, preferably in museum studies, anthropology or archaeology, but history, or other related fields may be considered depending on the incumbent’s overall qualifications;
  • Minimum of 3 years of consecutive collections management experience in the capacity of Collections Manager, Registrar, Collections Specialist, or other closely related position in an archaeological curation facility or museum setting required, 5+ years preferred.
  • Demonstrated experience in archaeological collections management;
  • Demonstrated experience in managing, creating, and maintaining large databases;
  • Basic knowledge of English colonial artifact types;
  • Knowledge of artifact handling procedures for three-dimensional artifacts in a variety of materials, sizes, and weights;
  • Experience with digital photography;
  • High degree of sophistication in verbal and written communication skills, including the ability to communicate complex concepts about archaeology and cultural practice;
  • Experience with the application of Harris Matrix software.
  • Preference may be given to candidates with specialized skills beyond the preferred requirements that contribute significantly to program needs.




  • Master’s Degree in Museum Studies, Anthropology or related field;
  • Knowledge of standard museum collections management practices and procedures.
  • Knowledge and experience with museum database systems and standards and proficiency, preferably with collections databases.
  • Working knowledge of Access, Excel and Re: Discovery Proficio database software required; must possess an aptitude to learn new computer programs/platforms as needed;
  • Excellent computer and database management skills;
  • Working understanding of HOBO sensors and environmental control databases. 
  • Experience with cataloging, collections documentation, and determinations of cultural affiliations for archaeological objects;
  • Must be able to meet the physical demands of the position on a continual basis with or without reasonable accommodations including climbing ladders, lifting heavy objects, pushing and pulling heavily loaded carts;
  • Experience conducting inventory, housing and re-housing collections;
  • Applicant must have a working understanding of archaeological methods, stratigraphy, and inventory procedures. Although not required, previous excavation experience is a plus.
  • Demonstrated experience identifying artifacts, particularly European and American ceramics, glass and metal, as they pertain to the historical record of California.
  • Preference may be given to candidates with specialized skills beyond the minimum requirements that contribute significantly to program needs.




Minimum of three years of consecutive collections management experience in an archaeological curation facility or museum setting required; 5+ years preferred.



The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.  A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.


Frequently required to walk, sit, talk, and hear; frequently required to use hands to handle, feel, or operate objects, tools, or controls and to reach with hands and arms; occasionally required to climb or balance, stoop, kneel, or crouch; occasionally lifts and/or moves up to 25 pounds. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.


  • Considerable time will be spent at a desk using a computer terminal. 
  • May be required to travel to other buildings and/or construction job sites on the campus.
  • Will be required to climb stairs on a semi-frequent basis.
  • Will be required to lift “banker’s style” cardboard boxes with an average weight of 10-15 pounds.
  • Will be required to reach or bend down to put boxes away or take them off shelves.
  • Will be required to move, load and unload carts.
  • Must have physical coordination/skills to handle and move fragile collection objects (i.e. good manual dexterity for tiny or fragile objects.)


The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.


  • Typical office environment.
  • Typical laboratory environment.
  • Mostly indoor office environment with windows (no A/C).
  • Offices with equipment noise.
  • Offices with frequent interruptions.
  • Construction sites with noise, dirt, moving distractions, uneven ground (minimal).


TOOLS AND EQUIPMENT USED: Collections databases; computer including word processing and other database programs; document/image scanner; digital camera; general office equipment; microscopes, digital/mechanical scales, calipers, carts, stairs, field excavation equipment.


EEO Statement


Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see


Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities based on sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Belinda Guthrie, Director of Equal Opportunity and Title IX, 408-551-3043, ude.ucsnull@eirhtugb, Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR). 


Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.


Americans with Disabilities Act

Santa Clara University affirms its’ commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at ude.ucsnull@ailawulhai.


Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.



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