Collections Specialist

Who We Are:

Founded in 1891 by a group of visionary volunteers, The Trustees of Reservations (The Trustees) is Massachusetts’ premier conservation and preservation organization. The Trustees’ preserves, for public use and enjoyment, properties of exceptional scenic, historic, and ecological value in Massachusetts. Our properties are open to all, and we thrive by involving as many people as possible in all that we do. We aim to protect special places for future generations to enjoy in perpetuity, and have helped protect more than 50,000 acres, including 27,000+ acres on more than 120 reservations that are open to the public. As a non-profit conservation organization, we are funded and supported entirely by our visitors, supporters, volunteers, and our 100,000 Member households. We encourage you to learn more about The Trustees on our website, .

Posting Information:

Hourly Rate: $19.23 - $21.64 per hour 

Hours per week: 40 

Job Classification: Full-time, Limited Term, Nonexempt 

Job Location Type: Onsite, with the potential for some remote work

Duration: 18 months 

Location: deCordova Sculpture Park and Museum 

What You’ll Do:

Your Impact: 

Join us as a Collections Specialist to support the migration of records from deCordova Sculpture Park and Museum’s former collection management program to The Trustees’ statewide collections management tool, Qi. As a Collections Specialist, you will work with deCordova’s curatorial team and with state-wide Historic Collection and Archives colleagues. This important, on-going work will ensure the long-term management and care of deCordova’s permanent collection. This position is well suited for those with experience in archives, collections management systems, museum registration, and/or library science. We are looking for someone who would enjoy working within a team, is detail-oriented, and can learn and work with our collection management system (CMS), Qi.

The Role:

As a Collections Specialist, you will be working to complete the movement of deCordova’s permanent collections records to The Trustees’ statewide collections management tool, Qi.

In 2022, deCordova began the process of moving the 3,500+ permanent collection records from the museum’s existing CMS (Mimsy) to a new system, Qi. This was part of a larger organization-wide project to transfer the records across all Trustees collections and archives, spread across multiple programs, to Qi. The Collections Specialist will only be responsible for entering the remaining deCordova records into Qi, however, a successful applicant will have familiarity and/or understanding of integrated, comprehensive systems that serve multiple and unique needs.

This position is anticipated to begin in June 2026 and can be a hybrid position with a homebase at deCordova Sculpture Park and Museum in Lincoln, MA. This grant-funded Collections Specialist position is an 18-month position intended to complete, clean, and finalize the transfer of all remaining records in Mimsy to Qi, and manage the transfer of existing images of artworks. 

The Collections Specialist will report to the Registrar at deCordova, and will work closely with deCordova’s curatorial team, as well as The Trustees Historic Collections team, most notably the statewide Collections Manager. This collaborative support system will ensure the continued integration of deCordova’s collections records is aligned with the wider Qi platform that serves all Trustees collections and archives. 

Specifically, you’ll: 

• Maintain and ensure record integrity, consistency and conformity to SPECTRUM collection management standards and The Trustees internal standards.
• Receive training on how to edit and create records in The Trustees Qi system.
• Update the existing ~2,800 records of deCordova’s permanent collection already in Qi by adding associated People and Organization records to each record as well as other edits in order to align with the wider Qi platform.
• Transfer and enter the remaining database records from Mimsy to Qi (estimated 1,100-1,300 records). Create associated People and Organization and Acquisition records.
• Manage the editing and transfer of existing image files for each artwork’s record into Qi.

This is a full-time, 18-month, limited term, nonexempt position working 40 hours per week reporting directly to the Museum Registrar. 

Requirements

What You’ll Need:

Skills and Experience: 

• Strong computer skills and knowledge required for working with museum collections, such as familiarity with collection management software and information conformity for data entry.
• Relational database fluency highly preferred.
• Ability to perform data entry with meticulous attention to accuracy.
• Minimum 2 years of experience working in a museum, archive, library, or related setting.
• Demonstrated ability to work well in a team environment where collaboration, flexibility, problem-solving, and attention-to-detail are essential.
• Excellent organizational and communication skills, both orally and in writing.
• Proficient in Microsoft 365 and Office tools (esp. Word, Excel, SharePoint).and digital imaging applications, including Adobe Photoshop and Lightroom.

  Required: 

• B.A. degree required, Master's degree in Museum Studies or Library Sciences is preferred. 

Eligibility Criteria: 

• Current authorization to work in the United States – a candidate must have such authorization by his or her first day of employment. 

• A valid driver’s license, as well as a satisfactory driving record as outlined in The Trustees’ driving policy. 

• A satisfactory criminal background (CORI) check. 

Don’t quite have all the skills and experience listed above? We still want to hear from you! Research shows that historically marginalized groups are less likely to apply if they do not meet every single requirement. We are committed to building a diverse team and encourage you to apply even if you are missing some of the skills and experience above.

Questions? Contact our People team at [email protected]

Benefits

Your Benefits: 

• Sick time: 15 days per year 

• Vacation time: 20 days per year (prorated) 

• 12 observed holidays, 3 floating 

• Health insurance: You are eligible to participate in the Trustees health insurance benefit via Blue Cross Blue Shield (BCBS). BCBS also offers additional benefits, such as fitness reimbursement and rewards for healthy habits.  

• Short-Term and Long-Term Disability Insurance 

• Massachusetts Paid Family Medical Leave 

• Life Insurance  

• 401k with 5% match after 1 year of employment 

• Employee Assistance Program: Free access to a confidential service that helps employees and their communities with personal and work-related issues, such as mental health support, counseling, and financial advice.  

• Reciprocity: Enjoy access to free and discounted admission and membership to more than 50 nearby museums and cultural institutions for Trustees Staff, Volunteers and Interns. 

• Discounts: Enjoy free entry to all Trustees properties, discount event tickets, and discounted merchandise at our stores and on stays at our inns.  

• Day of Wonder: Spend one workday per year to exploring a Trustees property. 

• Day of Service: Spend one workday per year to helping with a project at a Trustees property. 

Equal Opportunity and Diversity: 

The Trustees is a proud equal opportunity employer and does not discriminate against any protected status including, but not limited to, age, race, ethnicity, sex, gender, sexual preferences, nation of origin, religion, or disability status and strongly encourages applications from people of color, persons with varying abilities, women, and LGBTQ+ applicants. We aspire to reflect and effectively serve the residents and communities of Massachusetts, who are at the core of our mission.    

The Trustees’ commitment to advancing the organization’s vision for this work may be found here:  Diversity, Belonging, Inclusion and Equity .

 It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.  

We are committed to creating an inclusive and accessible work environment. To request reasonable accommodation during the application or interview process, please contact us at [email protected] .