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Career Opportunity: Special Collections Manager, TIFF Film Reference Library

May 2, 2018

Submission Deadline: FRIDAY, MAY 18, 2018

TIFF is a charitable, cultural organization dedicated to presenting the best of international and Canadian cinema and creating transformational experiences for film lovers and creators of all ages and backgrounds in our home – TIFF Bell Lightbox. Our mission: To transform the way people see the world, through film.

TIFF is committed to embracing diversity and treating all individuals with respect, dignity and fairness by removing physical, social and economic barriers to participation.

We are currently hiring for the position of:

Special Collections Manager

The Special Collections Manager is responsible for executing standards of care and preservation of the Film Reference Library’s (FRL) archival holdings, and ensuring the collection is accessible to researchers. The FRL is a free research resource for film lovers, filmmakers, students, scholars, screenwriters, and film and television professionals. The FRL promotes scholarship on Canadian and International cinema by collecting, preserving, and providing access to a comprehensive collection of film-related reference resources, and films.

Reporting to the Senior Manager of the Film Reference Library, the Special Collections Manager oversees the appraisal, arrangement, and description of acquisitions, and will draw on strong project management skills to oversee several multi-year archival initiatives, including: an audit of 85 Special Collections; completion of a film acquisition cataloguing and re-housing project; and quality control of archival records in the FRL collections management database MIMSY.

Ongoing duties for this position include: administrative tasks related to project management, budget tracking, report-writing, etc; supervise staff and interns in the execution of archival projects; manage and cultivate positive relationships with donors, vendors, and appraisers; coordinate digitization and cataloguing projects; assist internal and external patrons with archival research; and work collaboratively with the library team and other TIFF departments and stakeholders to ensure the care and handling of collection materials.

The ideal candidate for this role is an experienced archivist, museum professional, or collections manager with demonstrated experience in project management. Core competencies (in addition to knowledge of archival and collections management practices) include skills and experience in planning and executing long-term or multi-year projects, multi-tasking, supervision, and meeting deadlines.


  • Oversee the acquisition, appraisal, arrangement, and description of archival records in all formats following accepted professional standards and practices (RAD, FIAF), and in keeping with the FRL Collection Development Policy
  • Supervision of Senior Coordinator, research residents, and interns
  • Oversee appraisal of new acquisitions observing best practices; issue tax receipts to donors; track insurance information for Finance team; complete CCPERB applications as required.
  • Plan and implement a multi-year audit of all Special Collections
  • Oversee completion of multi-year film acquisition project in collaboration Technical Production team: revision, cataloguing, and re-housing of film prints.
  • Develop and maintain policies and procedures governing the proper care and administration of the FRL archives, in consultation with the Senior Manager
  • Maintain positive ongoing relationships with vendors, and manage accounts
  • Develop and maintain positive relationships with donors
  • Manage budgets relating to collection appraisals, storage, and archival supplies
  • Assist with in-depth archival research inquiries via library services desk, email, and phone.
  • Quality control of special collections records in MIMSY to ensure collections are fully accessible and catalogued.
  • Coordinate digitization and/or cataloguing projects as directed
  • Ensure the collection storage facilities are well-maintained and meet the needs of the archive
  • Complete grant-writing in close collaboration with Government Foundation Relations team
  • Provide guidance on care, handling, and display of archival materials in TIFF Bell Lightbox on an as-needed basis.

Minimum Requirements

  • Masters Degree or equivalent in Library and Information Studies (with a focus on archives), Museum Studies, or Collection Management
  • 3-5 years experience working in an archive or collections setting
  • 2-3 years of supervisory experience is required
  • Demonstrated experience in Project Management and knowledge of best practices in time management and productivity tracking
  • Demonstrated experience in the proper care and handling of archival materials, including audiovisual formats, according to established standards
  • Demonstrated knowledge of best practices and archival standards in cataloguing, including audiovisual formats
  • Experience in managing the assessment and appraisal of archival materials and artifacts
  • Experience in managing budgets and accountable in managing finances
  • Experience in working with collections management software; MS Office
  • Knowledge of film history as asset, particularly Canadian cinema
  • Knowledge of best practices in display and installation of artifacts
  • Knowledge of best practices in digitization, digital workflows, and digital storage
  • Commitment to client services. Excellent interpersonal and communication skills
  • Familiarity with CCPERB application process
  • Previous experience in a schedule-driven, project-based environment with emphasis on timelines and delivery
  • Ability to be self-lead and work independently, and also be part of a team
    Position may require a flexible work schedule

Start Date

July 2018

How to Submit & Application Deadline

  • Please submit cover letter, resumé and the names and phone numbers of 3 references as one (1) PDF or Word document, by 5pm on Friday May 18, 2018.
  • All applications must be submitted online through the posting found on our website
  • Please note in your cover letter where you saw this job posting.

Apply for this Job

(Via: Toronto International Film Festival)


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