We're Hiring: Administrative Assistant (Collections Assistant)

Job Posting: 38304 - Administrative Assistant (Collections Assistant), McIntosh Gallery 

To apply, visit https://recruit.uwo.ca and look for job #38304

Classification & Regular Hours

Hours per week: 35

Salary Grade: Level M
As of July 1, 2024 (Step 1: $27.10 per hour, Step 2: $28.05 per hour)
As of July, 2025 (Step 1: $27.64 per hour, Step 2: $28.61 per hour)

Please note, this is a grant funded, 1-year temporary full time contract opportunity with an anticipated start date of June 3, 2025.  

In accordance with the funding requirements of the Young Canada Works Building Careers in Heritage Organizations (YCW-BCH) jobs grant, candidates must be between 16 and 30 years of age at the commencement of employment. Candidates will be required to provide proof of age prior to offer of employment. Must also be a Canadian citizen, a permanent resident, or have refugee status in Canada, and be entitled to work legally in Canada. Candidates must be a college or university graduate (certificate, bachelor’s, master’s, or doctorate). Priority will be given to new participants in the Young Canada Works program.

About Us

A university-based, public art gallery since 1942, McIntosh Gallery collaborates with artists, curators and academics to develop innovative strategies to interpret and disseminate visual culture. Exhibitions, educational programs and special events provide a platform for engagement with visual art, artists and community. McIntosh Gallery is a centre for the presentation and dissemination of advanced practices and research in the fields of art history and contemporary visual art. The gallery is committed to serving the students, faculty and staff of Western University and the broader community of the City of London as a teaching and research resource. Ongoing programs and services actively promote innovative projects in the production, exhibition, interpretation and collection of visual culture.

Responsibilities:

Under the joint direction of the Curator (Collections & Special Projects) and the Gallery Operations Specialist (Collections, Exhibitions, and Facility), the Collections Assistant will support special projects, including the Artshare project and the collections review and audit project, and will assist with other collections-related tasks as required. The role will support the implementation of the Artshare program to meet current museum and gallery standards for displaying artwork from the permanent collection, assist with conducting an inventory of artworks currently on display across campus and coordinate new Artshare program requests. The Collections Assistant will participate and support the early phases of the collections review and audit and will continue to inventory the works in the collection vault in support of the completion of a broader audit on the permanent collection.

Qualifications

Education:

  • 2-year community college diploma in art history, museum studies, arts administration, fine arts, cultural studies, history or a related field
  • University bachelor’s degree in art history, museum studies, arts administration, fine arts, cultural studies, history or a related field is preferred

Experience:

  • Six months or less experience working in a museum or art gallery
  • Experience working with collections preferred
  • Experience with photography/art documentation would be an asset

Knowledge, Skills & Abilities:

  • A basic understanding of museum collections and collection registration processes and standards
  • Intermediate proficiency required in Microsoft Office in order to prepare formal correspondence, emails,

and input departmental data into spreadsheets and databases

  • Familiarity with collections management software (such as PastPerfect) would be an asset
  • Self-motivation, with the drive to take initiative and work collaboratively with administrative staff,

students, and volunteers

  • Written and verbal communication skills to clearly express ideas in an objective manner, and adapt

communication style to suit the situation and audience

  • Ability to apply active listening to hear and understand the complete message being communicated
  • Competency to maintain confidentiality and treat sensitive information with discretion
  • Ability to establish rapport with people from diverse backgrounds
  • Demonstrated ability to understand and resolve external and internal partner issues
  • Ability to maintain a positive, outgoing attitude with genuine customer service orientation
  • Ability to follow formal business practices with high attention to detail
  • Ability to multi-task and maintain an organized and effective personal work environment
  • Adapts readily and effectively to changing priorities and demands
  • Personable and courteous in working relationships with colleagues, students and the public
  • Ability to demonstrate patience and focus to complete detailed administrative tasks
  • Ability to work independently and effectively as a member of the team to achieve department goals
  • Ability to lift objects (up to 40lbs)

Union Statement

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first

consideration to all qualified UWOSA applicants.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.  In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

Accommodations are available for applicants with disabilities throughout the recruitment process.  If you require accommodations for interviews or other meetings, please contact Human Resources at hrhelp@uwo.ca or phone 519-661-2194.

Please note:

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

Interested applicants are asked to visit https://recruit.uwo.ca for further information and to apply online referencing job #38304, by midnight on May 4th, 2025.