SPEC Kit 347: Community-based Collections · 173
UNIVERSITY OF FLORIDA
Project Assistant
SUMMARY OF POSITION ROLE/RESPONSIBILITIES:
The Panama Canal Museum Collection Project Assistant is responsible for assisting with the daily coordination of the
project. The Project Assistant will interact with all members of the grant team. Departments involved in the grant include
Special and Area Studies (Latin American &Caribbean Collection), Digital Services &Shared Collections, Exhibits,
Cataloging, Acquisitions, Government Documents, Libraries Administration, and campus collaborators, including but not
limited to, the Harn Museum of Art, the Phillips Center for the Performing Arts, and the Florida Museum of Natural
History.
The Project Assistant monitors progress in accessioning the collection works with program staff to maintain inventory
records schedules meetings and records minutes compiles reports and statistical information and prepares project
documentation. This position coordinates with all departments to assess needs, identify challenges and mange deadlines
while providing administrative support.
WORKING TITLE: Project Assistant
Grant funded, time-limited position
End Date: September 30, 2015
****DO NOT ERASE THIS LINE ****
POSITION NUMBER: 00027353
ALL POSITIONS:
ESSENTIAL FUNCTIONS OF THE JOB AND THE PERCENTAGE OF TIME SPENT ON EACH FUNCTION
[NOTE: IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA), IDENTIFY ESSENTIAL
FUNCTIONS OF A JOB REQUIRED TO BE PERFORMED WITH OR WITHOUT REASONABLE
ACCOMMODATIONS. REQUESTS FOR REASONABLE ACCOMMODATIONS TO FACILITATE THE
PERFORMANCE OF ESSENTIAL FUNCTIONS WILL BE GIVEN CAREFUL CONSIDERATION.]
30% Monitors and maintains inventory
• Identifies, accessions and routes items for conservation, preservation, digitization, and/or cataloging utilizing
the Tinnell Manual
• Inputs accessions, corrects inventory data, and identifies information gaps
• Coordinates with departments to offer research and exhibit assistance
25% Compiles reports, prepares documentation and statistical information
• Supports quarterly and annual reports requiring quantitative and qualitative data
• Researches and identifies relevant data to support promotional opportunities, exhibits and survey/funding
proposals
• Prepares relevant documentation for presentations and publications
25% Interacts with community and donors
• Responsible for engaging community in the active expansion of the collection
• Correspondence preparation
• Responds to informational requests through e-mail, telephone and social media
• Prepares mailings/alerts
• Assists with educational outreach and promotional efforts
• Assists with training of volunteers for inventory/metadata
• Routes items/correspondence to appropriate person/unit for resolution
10% Schedules and records minutes for meetings
• Identifies venue/secures space
• Facilitates conference calls, F2F and online meetings
• Coordinates preparations for events
10% Documents events and activities and produces reports for assessment purposes.
UNIVERSITY OF FLORIDA
Project Assistant
SUMMARY OF POSITION ROLE/RESPONSIBILITIES:
The Panama Canal Museum Collection Project Assistant is responsible for assisting with the daily coordination of the
project. The Project Assistant will interact with all members of the grant team. Departments involved in the grant include
Special and Area Studies (Latin American &Caribbean Collection), Digital Services &Shared Collections, Exhibits,
Cataloging, Acquisitions, Government Documents, Libraries Administration, and campus collaborators, including but not
limited to, the Harn Museum of Art, the Phillips Center for the Performing Arts, and the Florida Museum of Natural
History.
The Project Assistant monitors progress in accessioning the collection works with program staff to maintain inventory
records schedules meetings and records minutes compiles reports and statistical information and prepares project
documentation. This position coordinates with all departments to assess needs, identify challenges and mange deadlines
while providing administrative support.
WORKING TITLE: Project Assistant
Grant funded, time-limited position
End Date: September 30, 2015
****DO NOT ERASE THIS LINE ****
POSITION NUMBER: 00027353
ALL POSITIONS:
ESSENTIAL FUNCTIONS OF THE JOB AND THE PERCENTAGE OF TIME SPENT ON EACH FUNCTION
[NOTE: IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA), IDENTIFY ESSENTIAL
FUNCTIONS OF A JOB REQUIRED TO BE PERFORMED WITH OR WITHOUT REASONABLE
ACCOMMODATIONS. REQUESTS FOR REASONABLE ACCOMMODATIONS TO FACILITATE THE
PERFORMANCE OF ESSENTIAL FUNCTIONS WILL BE GIVEN CAREFUL CONSIDERATION.]
30% Monitors and maintains inventory
• Identifies, accessions and routes items for conservation, preservation, digitization, and/or cataloging utilizing
the Tinnell Manual
• Inputs accessions, corrects inventory data, and identifies information gaps
• Coordinates with departments to offer research and exhibit assistance
25% Compiles reports, prepares documentation and statistical information
• Supports quarterly and annual reports requiring quantitative and qualitative data
• Researches and identifies relevant data to support promotional opportunities, exhibits and survey/funding
proposals
• Prepares relevant documentation for presentations and publications
25% Interacts with community and donors
• Responsible for engaging community in the active expansion of the collection
• Correspondence preparation
• Responds to informational requests through e-mail, telephone and social media
• Prepares mailings/alerts
• Assists with educational outreach and promotional efforts
• Assists with training of volunteers for inventory/metadata
• Routes items/correspondence to appropriate person/unit for resolution
10% Schedules and records minutes for meetings
• Identifies venue/secures space
• Facilitates conference calls, F2F and online meetings
• Coordinates preparations for events
10% Documents events and activities and produces reports for assessment purposes.