Manager, Exhibitions and Collections

Classified Categories: Archived

90 ears 1933-2023

Manager, Exhibitions and Collections

Walter Phillips Gallery (WPG) is exclusively committed to the production, presentation, collection and analysis of contemporary art and curatorial practice. WPG programs include the production of exhibitions, research, performances, screenings, publications, special events, related interpretation, collection programs, outdoor commissioning projects, activities of the Banff International Curatorial Institute (BICI), training for WPG related practicums, community engagement and building external partnerships.

The manager, exhibitions and collections is accountable for taking on duties associated with exhibition production and collections management.

The manager oversees all aspects of collections management and administration for artworks in the Permanent Collection, as well as on loan. The manager is responsible for the administrative duties associated with the production of exhibitions at WPG or in satellite spaces on campus; WPG exhibitions touring to other venues; and for public art commissions and projects at Banff Centre.

The incumbent of the position works closely with the curator managing the exhibitions and collections by developing and implementing plans, policies, and procedures for the inventory, inspection, and conservation of all works.

Roles and Responsibilities

Reporting to the Curator, below are some key accountabilities:

  • Organize exhibition-related transport including updating shipping lists, obtaining estimates of costs, customs documentation, and liaising with shippers.
  • Serve as mentor for WPG curatorial practicum on gallery administration/collections aspects of program.
  • Liaise with external institutions requesting to loan artworks from the Permanent Collection.
  • Draft condition reports for incoming and outgoing works to museum standard with support from gallery assistant.
  • In consultation with the curator, responsible for implementing all aspects of registration, insurance, customs, conservation, maintenance, packing, shipping, storage, inspection and condition reporting, and acquisitions of art and collections in accordance with WPG protocol.
  • Monitor budgets relating to gallery programming and provide regular updates as to the status of those budgets to curator as required.
  • Oversee processing necessary payments and invoices for the gallery with support from gallery assistant.
  • Work with curator and preparator, artists and external curators on installation design.
  • Coordinate touring exhibitions and publications.
  •  Oversee the administration of all general inquiries and public requests into works in the Permanent Collection; image requests; collections research requests; and all other general inquiries.
  • Provide decision-making data, reports, studies, proposals and recommendations concerning gallery and related activities.
  • Research information related to the Permanent Collection as required.
  • Maintain schedules for gallery and related events as well as campus activities where the preparator supports operations; coordinate critical paths for all such activities and related new works projects and identify scheduling conflicts.
  • Provide support in data collection for grant preparation, final reporting and other fundraising efforts.
  • Responsible for management of collections management system, Past Perfect.
  • Initiate and steward the collections management process for each piece of artwork in the Permanent Collection, including, but not limited to, acquisition forms, registration and object identification, condition reports, location assignment, tracking and database entry in Past Perfect.
  • Ensure appraisal records and location information for all artworks on campus, including works on temporary loan for exhibition; in offsite storage, and on long term loan is accurate at all times in order to meet insurance requirements, with data entry support from gallery assistant.
  • Update, develop and implement relevant collections policies including security systems, procedures and emergency plans, in consultation with curator.
  • Contribute to the care of the Permanent Collection by ensuring proper storage, pest management and conservation techniques in consultation with preparator and curator, including responsibility for weekly pest monitoring and identification.
  • Schedule and undertake cross-campus collections inventory as part of ongoing duties.
  • Make recommendations for collections lifecycle planning as well as capital allocations with regards to collections maintenance and management.
  • Ensure that artworks displayed on campus are rotated on an ongoing basis to prevent environmental damage such as from excessive light exposure and areas of high public traffic and campus activity.
  •  Provide organizational and registrar support for commissions and Public Art initiatives as required, under direction of curator.
  • Maintain current knowledge of legal matters pertaining to public collecting, exhibition rights, copyright, intellectual property and other related contractual arrangements.
  • Prepare applications to the Canadian Cultural Property Export Review Board when necessary.
  • Draft, propose and undertake the digitization of Permanent Collection images and materials to launch a web-accessible and searchable archive of the Permanent Collection online.
  • Ensure insurance compliance for works of art and compile insurance claims for curator and financial departments in the event of loss or damage.
  • Conduct ongoing condition reports and monitoring of the condition of all public artworks on campus and provide recommendations to curator on necessary annual maintenance and life-cycle planning.
  • Work with external contractors for routine appraisals of value of Permanent Collection, as well as organizing appraisals of incoming donations which require this documentation for tax receipt.
  • Arrange insurance for all works in the collection and in-house exhibitions.
  • Organize and conduct annual collections emergency training for all campus members of the collections emergency response team.

Qualifications and Educational Requirements:

  • Post-secondary degree in discipline appropriate to galleries, e.g., museum management, curatorial, collections management, archival studies and conservation or a combination of related training and experience.
  • Minimum 5 year’s experience in gallery or museum collections management care, documentation and preventative conservation practices and standards.
  • Good working knowledge of collections database software, preferably Past Perfect.
  • Excellent computer skills and capacity to master new software tools as needed.
  • Understanding of and respect for operational protocols of a public art gallery.
  • Art handling skills.
  • Must be capable of lifting/moving heavy objects (up to 50 lbs).
  • Knowledge of legislated health & safety practices.
  • Knowledge of related reporting practices.
  • Knowledge of related digital practices.
  • Excellent oral and written communication skills.
  • Excellent planning and organization, with a keen attention to detail.
  • Ability to multi-task and to prioritize workflow.
  • Ability to exercise sound judgement in working both independently with minimal supervision and collaboratively with staff, community and practicums. Respects diversity and promotes equity and inclusion in the workplace.
  • Experience developing priorities and timelines for major tasks associate with the position.
  • Ability to make daily decisions concerning the maintenance of collection records.
  • Self directed and exercises initiative in the management, assessment and care of exhibitions and collections.
  • Familiar with Canadian Museum Standards for collections documentation and management, intellectual property rights including digital licensing and rights management, and museum preservation standards for various objects including digital content.
  • Current knowledge of legal matters pertaining to public collecting, exhibition rights, copyright, intellectual property and other related contractual arrangements

Employment Terms and Benefits:

  • In accordance with the terms of employment governing Management/PSP employees, this is a salaried, full-time position, subject to a six-month probationary period.
  • The successful candidate will enjoy 20 paid vacation days and four personal days annually, extended medical and dental benefits, and participation in an employer-matched pension plan.

Benefits of working at Banff Centre are:

  • Transitional staff housing options (based on availability)
  • Professional development
  • Staff cafeteria and restaurant discounts
  • Onsite fitness facility at a discounted rate – first month free for new staff!
Application Process

We are accepting applications for the Manager, Exhibitions and Collections position until 11:59pm MT November 26, 2023.

Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.

Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.

For more information and to apply visit

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