Skip to the main content

Collections Manager

REPORTS TO: Vice-President, Exhibitions, Research, Collections


SALARY: $ 61,958 to $ 78,858

The Museum collects both digital and physical assets, but prioritizes the acquisition of born digital files and digitized copies of materials. Over 90% of the Museum’s collection is born digital. As of March 31 2021, the collection counted the following number of assets: 1,344 oral history interviews, 15,941 digital images and documents consisting of 68,589 digital files, 3,104 written stories, 57 linear feet of archival material, and 1,699 artifacts.

Purpose of Position

The Collections Manager is a member of the Exhibitions, Research and Collections management team. The position is responsible for the overall care, documentation, management, preservation, conservation and accessibility of the Museum's digital and physical collections; development and implementation of the Museum's collection policies and procedures; management of outgoing and incoming loans; licensing of collection assets; preparation and monitoring of the collection department’s budget; providing leadership to Collection department staff and volunteers, overseeing the work of service providers; and nurturing new and existing donor and partner relationships.

Principal Accountabilities

Collection Management

  • Responsible for developing and implementing Collection policies and procedures, including Collection disaster planning;
  • Evaluates current practices, stays current with professional standards, and ensures long-term sustainability of the Collection;
  • Responsible for managing all aspects related to acquisitions and ensures that legal requirements are met. Works closely with the Research team and/or Curator for the assessment of potential Collection acquisitions;
  • Member of the Collections Committee and responsible for the coordination of its activities;
  • Works in close cooperation with key members of the Collections Committee to establish Collection areas for development;
  • Responsible for the accurate documentation and records management of the Collection and related materials, including accessioning, cataloguing, managing restrictions, inventorying and tracking.

Preservation & Access

  • Responsible for all aspects relating to care, handling, preservation and conservation, including environmental monitoring and security of the Collection, and artifacts under the Museum's stewardship;
  • Responsible for Collection accessibility, managing Collection access and use requests, including copyright and licensing. Works in liaison with the Oral Historian for access and use pertaining to oral histories;
  • Ensures compliance with Canadian legislation and international privacy regulations as they relate to the Museum’s Collection;
  • Responsible for relevant technologies and processes relating to collection database management;
  • Responsible for managing post production needs for Collection assets, and when needed, for external moving images for exhibition use;
  • Works closely with the Information Technology Manager and Digital Platforms Manager to determine best options for digital preservation and Collection accessibility, as well as systems integration
  • Works closely with key Museum team members to identify innovative ways of increasing accessibility to, and engagement with, the Museum’s collection;
  • Responsible for facilitating incoming and outgoing object and artifact loans and preparing all associated paperwork including facility reports;
  • Nurtures existing donor and partner relationships, and networks to expand existing partners and contact lists pertaining to the Collection department;
  • Where needed, provides support for the licensing of external materials for use in exhibitions.


  • Prepares and monitors the Collection department’s annual budget, goals and associated reports;
  • Manages, provides leadership and guidance to Collection department staff, volunteers and interns. Oversees the work of service providers;
  • Participates in appropriate committee activities and meetings as required;
  • Reports risk issues to the Vice-President, Exhibitions, Research, Collections;
  • Other tasks as assigned by the Vice-President, Exhibitions, Research, Collections.

Education, Knowledge & Experience

Skills and Qualifications - Required

  • Masters degree in Archival Studies, Library & Information Science, Museum Studies or equivalent;
  • Minimum 5 years of experience in collections management in a museum, archive or other public institution setting;
  • Minimum 5 years of experience working with digital collections;
  • Extensive knowledge of professional museum principles, practices and procedures, with specialization in collections management, care, preservation and conservation;
  • Demonstrated experience working with collections records management software;
  • In-depth knowledge of digital preservation systems, services and repository interfaces;
  • Knowledge of commonly used controlled vocabularies; specifically Dublin Core and Chenhall Nomenclature;
  • Knowledge of copyright, intellectual property and privacy legislation and their application in a museum collection setting;
  • Minimum 3 years of experience providing leadership to junior staff and volunteers.
  • Ability to engage with content that encompasses diverse cultures, identities, and experiences.
  • Ability to engage with collection records that encompass difficult or challenging content, and manage content restrictions.

Skills and Qualifications - Desired

  • Ability to work in both official languages, French and English, both spoken and written;
  • Experience working with mixed collections (digital, archival, artifacts);
  • Experience with oral histories (e.g., programs and/or collections management);
  • Experience managing external suppliers and contractors, and ensuring on time and on budget deliverables;
  • Experience coordinating and executing collections related projects of varying terms with internal and external partners;
  • Knowledge of linked open data; the semantic web and W3C publishing standards;
  • Familiarity with Canadian immigration patterns and history.


  • Skilled in organizing resources and establishing priorities;
  • Strong organizational skills and extremely high attention to detail;
  • Excellent writing and sound communication skills;
  • Integrity and focus on producing a high quality and credible outcome;
  • Strong analytical skills;
  • Commitment to diversity and inclusion
  • Ability to provide high levels of service to both internal and external customers;
  • Ability to work both independently and in a team environment.

Working Conditions & Physical Demands

  • Combination of work in an office environment, onsite in exhibition and collection spaces;
  • Requires lifting and moving objects up to 23 kg. Must be able to safely climb inclines, negotiate uneven surfaces, stairs and ladders;
  • May require long periods at a desk, reading of lengthy documents, and time in front of a computer.

If you are interested in this opportunity please send a resume and a cover letter to Tanya Bouchard, Vice-President, Exhibitions, Research, Collections at

Relocation cost is covered up to $ 1200.00.

Competition closes at 11.59 pm on July 4, 2021.

We thank all the applicants for their interest. However only those selected for an interview will be contacted.

The Canadian Museum of Immigration at Pier 21 is committed to having a skilled, diversified workforce reflective of Canadian Society. Applications are invited from all qualified candidates, including Indigenous, women, people of any sexual orientation, gender identity or gender expression, visible minorities, racialized people, and people with disabilities. The Museum is committed to developing inclusive, barrier-free selection processes and work environment. Alternative selection tool methods and/or reasonable accommodation are available upon request.