Preservation Services Administrator

The Conservation Center for Art & Historic Artifacts (CCAHA) in Philadelphia is seeking a Preservation Services Administrator. This is a full-time position located on-site at CCAHA in Philadelphia. This is a hybrid position, allowing the selected candidate to work from home one day per week.

Objective:

Under the guidance of the Director of Preservation Services, the Preservation Services Administrator contributes to the overall work of the Preservation Services Department by offering administrative coordination and support, assisting with educational program production and logistics, and assisting in the expanse of capacity for preservation assessment work.

Reports to:

The Preservation Services Administrator reports to the Director of Preservation Services. This position also works closely with the Education Programs Manager and the Preservation Services Operations Manager.

Responsibilities:

Education Programs

  • Working in support of the Education Program Manager, assist in preparation of educational programs such as workshops, webinars, and national conferences. Tasks include administration of event registration pages, providing program registration assistance, coordinating and publishing promotional materials, invoice preparation, participant material preparation and follow-up activities. Participates in collaborative program planning conversations within department and arranges accessibility accommodations for attendees. 
  • Serve as primary administrator of Preservation Services’ Constant Contact and be responsible for the department’s Little Green Light (CCAHA’s CRM) record-keeping
  • Serve as primary administrator of PSO Zoom account, including coordinating meeting schedules, producing educational webinars, training internal and external speakers, and hosting live events and offering support during online programs.
  • Set up and manage all online learning portals such as Canvas LMS.

Administrative Coordination

  • Perform general office duties and provide departmental support including phone answering, ordering supplies for workshops, maintenance of departmental calendars and inventory of disaster supplies
  • Work with Preservation Services Operations Manager to organize and maintain standardized departmental records and data
  • Work as liaison between Preservation Services Operations Manager and Director of People & Operations to maintain invoicing and payment tracking for fee-for-service surveys and programs
  • Create digital forms and application for CCAHA surveys

External Relations

  • Develop content and serve as main contact for list-serv postings and communications
  • In coordination with the Manager of Marketing & External Relations, maintain and update all PSO related web content, such as PSO relevant pages on CCAHA website, PSO-related social media posts, preservation resource materials, events calendar updates, and uploading YouTube videos.
  • Format, proof, edit, and assemble PSO reports (surveys, consultations, preservation plans, and disaster plans), correspondence, announcements, press releases, and educational materials
  • Work with Business Operations Administrator to serve as reception back-up for Records and Client Services Administrator

Preservation

  • Work with Business Office Administrator and Records Administrator to maintain LGL records
  • Support Preservation Services Operations Manager in collection and analysis of program evaluation data
  • Work with Business Office Administrator and Records Administrator to organize and maintain physical and digital files

Qualifications

Minimum qualifications of the Preservation Services Administrator position are:

  • Minimum of High School Diploma required
  • Minimum of two years of experience in educational programming and planning or program administration.
  • Minimum two years’ experience working in cultural heritage sector
  • Excellent typing, proofing, and editing skills
  • Excellent working knowledge of Microsoft Office 365
  • Strong experience in video conferencing software such as Zoom, WebEx, etc.
  • Organizational abilities and written and oral communication skills
  • Experience working in and updating databases 
  • Basic knowledge of graphic design programs such as Canva and Adobe PhotoShop
  • Basic HTML knowledge and comfort editing website
  • Ability to work cooperatively and independently
  • Confidentiality

In addition to the above qualifications, the following are not required for consideration but preferred:

  • Two or more years’ experience working in a collecting institution
  • One or more years’ experience in project management

Compensation

This is a full-time, nonexempt position. A generous benefits package that includes time-off, medical, dental, and vision coverage, FSA, and retirement matches are included. The salary range for this position is $40,510 to $43,548.

To Apply:

Email your application, addressed to Dyani Feige, Director of Preservation, to preservation_services_administr_id_ZX9DMxpLRTKr@ccaha.freshteam.com. Your email should include a letter of application and resumé.

CCAHA is currently seeking to fill both the Records & Client Services Administrator and Preservation Services Administrator positions. If you are interested in being considered for both positions, please indicate this in your email.

Priority will be given to applications received by end of business December 16. Interviews will begin the week of January 2.

About CCAHA

CCAHA was founded in 1977 and has grown to be one of the largest nonprofit conservation centers in the country. Its wide array of services, sophisticated treatment facilities, innovative approaches, and highly trained and experienced staff have earned it a prominent and respected place in the conservation field. We serve nonprofit cultural institutions, private individuals, and other collecting organizations in the preservation of works on paper, archival documents, photographic materials, and books through conservation treatment, collection surveys and consultations, housing & framing, and digital imaging services. Our preventive conservation and preservation services staff focuses on capacity building for collecting institutions through fundraising support, strategic planning and assessment projects, emergency planning and response initiatives, and in developing educational programs and conferences. CCAHA’s mission is to provide expertise and leadership in the preservation of the world's cultural heritage.

CCAHA does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. We are committed to providing an inclusive and welcoming environment for all members of our staff and our clients.