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Temporary Collections Catalog Assistant (PT)

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Woodside, CA, US

As a Filoli team member, you will be able to connect rich history with a vibrant future through beauty, nature and shared stories.  In our daily interaction with guests, we envision a time when all people honor nature, value unique experiences and appreciate beauty in everyday life.  You will also actively play a part in creating a vibrant future through our 2019-2023 Strategic Plan.  Embedding the core principles of Diversity & Inclusivity, Sustainability and Organizational Excellence into each pillar of the plan, we are focusing on five main pillars of our organization:   People & Culture, Fundraising & Financial Strength, Infrastructure Investments, Visibility & Branding and Engagement & Education.


The Museum Object Collection, dating from the 16th through 20th centuries, includes: paintings, furniture, statuary, textiles, and decorative arts.  Additional collections include three onsite library collections, institutional archives, educational collections, special collections and the Sally MacBride Nature Center collection.  The first floor of the mansion is displayed in a traditional historic house museum style showing the home as it appeared during the periods of residency (1917 – 1975).

This position is a unique opportunity for a current or recent graduate student interested in hands-on experience with digitizing and cataloging photographs in a historic home and site onsite archive. The focus of this temporary position will be helping to digitize, catalog and upload data into two onsite digital asset management systems, the Collections Proficio database, and Canto, our onsite DAM system which is used by all departments on property.

Working as part of the Museum Object Collections Team, the Catalog Assistant reports to the Director of Museum Collections, and works collaboratively with other department members including: a Curatorial Specialist, and Catalog Librarian.     

This is a limited term, part-time (8 hours per week), non-exempt and hourly position lasting three (3) months (April, May, June).  Depending on candidate experience, the hourly rate will be $16.00 - $19.00 per hour.  Scheduling is semi-flexible but should be consistent, with a workday or days falling between Sunday - Thursday. Time onsite can be one day per week, or split over two days.   

Please note there is no public transportation to this site.  


Catalog Assistant

  • Work on an independent project;
  • Assist with the care, packing, movement, re-housing, and maintenance of the collection;
  • Update current location, condition, and status of objects in Proficio database;
  • Object Scanning or Photography;
  • Basic Image manipulation in Photoshop;  
  • Upload images to Proficio and Canto databases;
  • Update and expand Proficio and Canto databases records from paper files;

  • Provide the highest quality service to all customers in every interaction;
  • Uphold all Filoli's policies, procedures, guidelines and standards;
  • Maintain flexibility and perform other duties as assigned to respond to the needs of the organization;
  • Attendance and punctuality are essential to work and all work-related functions.


An individual must be able to perform each essential duty listed above and any additional responsibilities as directed as well as satisfy the educational, core competencies and skill requirements listed below:

Education and/or Experience:

  • Bachelor’s in museum studies, art history or related discipline required;   
  • Current Enrollment in a Museum Studies Graduate Program or a recent graduate of a Master’s program, highly preferred;
Skills and Abilities:

  • Possess general working knowledge of collection registration methods;
  • Proficiency in object handling;
  • Strong computer skills, including familiarity with collections management databases (ReDiscovery’s Proficio and Canto), working knowledge of Microsoft Office Applications (Word, Excel, and PowerPoint), and basic knowledge of Photoshop;    
  • Ability to demonstrate strong organizational, communication and interpersonal skills;
  • Ability to read and interpret documents such as safety rules, operation and maintenance instructions and procedural manuals.  

A valid Driver’s License is required.

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Employer: Filoli (@_filoli)
Location: Woodside, CA, US
Posted Date: 11/03/2021
Expiry Date: 11/07/2021
Type: Part-Time
Categories: DAM User / Operator, Librarian / Information Professional / Archivist
Ref: DN-JB-346
Added by: DAM News Administrator
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