Collections Specialist

The One Million Years Foundation, established by the artist On Kawara during his lifetime (1932–2014), is dedicated to preserving the artist’s works and valuing his philosophy. Kawara envisioned his works being scattered across the globe, readily available to all walks of life. The Foundation supports the artist’s legacy by working to ensure that Kawara’s art is widely and internationally accessible; and is developing a variety of initiatives, including research, publications, and exhibitions, to promote greater public interest in and understanding of Kawara’s work.

The One Million Years Foundation seeks an experienced individual for a newly created position responsible for managing various areas of the Foundation’s collection, with particular emphasis on archives and digital assets. Reporting to the Programs Director and working closely and collaboratively with colleagues in a small office environment, the Collections Specialist will assist in all activities related to the care and management of the Foundation’s collection. 

Key responsibilities will include the development, implementation, and upkeep of a digital asset management system for artwork images and the digitization of the Foundation’s archive. The Collections Specialist will also be the Foundation’s primary liaison with those seeking digital files of artworks by On Kawara and other materials held in the One Million Years Foundation Archives. Further responsibilities include assistance on various exhibition, publication, and research projects.

The ideal candidate has a high degree of project management experience; organizational coordination; knowledge of collections care and art handling, and the ability to work closely with other team members. As flexibility is also crucial in a small organization, the employee must be prepared to take on different tasks or projects as needed, both now and as the role and the Foundation grow together in coming years.

Among the One Million Years Foundation’s other activities, we aspire to promote diversity in the visual arts field by helping to advance those who share this goal and seek careers in the visual arts. While this role is envisioned as a permanent position for an experienced professional, we are an expanding foundation, and are developing other roles that could be flexible depending on a candidate’s abilities and interests. As such, we welcome interest and encourage applications from all candidates. 

Essential Responsibilities

Digital database

• Propose, develop, implement, and maintain a database of digital files with appropriate metadata for artworks and other archival materials, drawing from legacy storage systems, ongoing digitization, and outside sources.

• Manage development of custom back-end database capabilities befitting the unique needs of digital assets in the collection.

• Develop and implement digitization workflow, metadata and file-naming standards.

• Scan and catalog artwork images and other archival materials.

• Keep up-to-date with digital database best practices and new technologies.

Images, Rights and Reproductions

• Liaise with internal and external constituents to provide publication-ready images, captions and credits, review layouts, secure permissions and approvals, maintain physical documentation of licensing agreements.

• Provide and/or proof captions, credits, copyright information, and other associated texts.

• Ensure that all digital images and accompanying material meet OMYF standards and comply with house style, mission, and strategic goals.

Library and Archives

• Assist with newly accessioned archival objects and library materials.

• Identify conservation concerns and perform basic preservation practices.

• Assist and oversee occasional processing projects from the archive.

• Assist in research projects related to the archival collections.

• Provide reference services on all internal and external requests for access to the Foundation’s library and archival collections.

Administration

• Responsible for administrative/office issues including opening/closing of office, coordinating office supplies and deliveries, office maintenance.

• Assist with art shipment and travel arrangements, other assigned duties as required.

Languages

• Knowledge of Japanese language preferred: Japanese was the artist’s first language and many archival documents are in Japanese.

• Knowledge of German, French, or Spanish is also an asset.

Qualifications, Knowledge, and Skills

• Suggested areas of study include museum studies, collections management, art, art history, journalism, library science, English, Japanese, or related fields

• Experience in collections management and digital asset management databases.

• Advanced understanding of digital asset management standards and best practices including file-naming, metadata, file formats, and workflows.

• Advanced proficiency with image editing in Photoshop and/or other relevant professional software; emphasis on strong visual acuity and color sensibility in preparing publication-ready digital files to exacting standards.

• Practical knowledge of archival theory, archival materials, and best practices in archival and collections care; experience in handling and moving artworks.

• Familiarity with 20th and 21st century art history, print publishing, media technology.

• Experience with arts organizations such as museums, galleries, artist foundations or studios.

• Experience researching and securing permissions from copyright holders and working with copyright and licensing management consultants required; understanding of copyright law preferred.

• Excellent writing and communication skills; proficiency in proofreading and copyediting; superior attention to detail.

• Demonstrated ability to proactively adapt and produce high-level results while managing multiple projects with shifting priorities and deadlines.

• Proven ability to work both independently and cooperatively as part of a team.

• Commitment to the One Million Years Foundation’s mission, vision, purpose, and values.

Compensation 

This is a permanent position, full time or part time (minimum three days per week). The Foundation has a competitive pay scale with excellent benefits. Salary range $50–80k, dependent on schedule and commensurate with experience.

Work Environment

The One Million Years Foundation office is in SoHo, New York City; most responsibilities for this role must be performed onsite.