Collections Information & Rights Assistant | Bentonville, AR

Posted By: Brittany Petrilli Classified Job Listing,


Position Title:                        Collections Information & Rights Assistant

Position Type:                       Part-Time

Compensation:                     $17.44/hr

Application Link:        


Position Summary

Reporting to the Collections Information Coordinator and working closely with the Associate Registrar of Collections and the Collections Assistant, the Collections Information & Rights Assistant supports the management of data, assets, and reproduction rights related to objects in Crystal Bridges’ permanent collection. The Collections Information & Rights Assistant maintains documentation in the museum’s collections management database (TMS), digital asset management system, and object files.


Principal Responsibilities

  • Assist with proper and consistent entry and proofing of data in TMS.
  • Assist with maintaining the permanent collection object files in print and digital form.
  • Assist with proofreading labels and other print materials for accurate object information.
  • Assist with other projects related to entering and verifying collections information, as requested.
  • Assist with photography of the collection, including processing new images captured by contract photographer and entering data in TMS.
  • Assist with uploading images and appending metadata in ResourceSpace and coordinating access to images by other staff.
  • Proactively monitor the internal and external reproductions email inboxes, respond to new requests in a timely manner, and field requests to registrars or other departmental stakeholders.
  • Assist with securing reproduction rights from copyright holders and licensing agencies for collections-based projects and exhibitions, mobile applications, and promotional materials.  Communicate license terms to stakeholders and proofread materials to ensure terms are met.

  • Coordinate payment of invoices and maintain project files for permissions, licenses, and due diligence.

  • Research copyright status and contact information of copyright holders and licensing agencies for images and other media.

  • Prepare non-exclusive copyright licenses for artworks in the permanent collection and send to copyright holders. Track permissions granted and crediting requirements in TMS and/or the digital asset management system.

  • Assist with processing external requests for collection images by third-parties, such as publishers, museum borrowers, and scholars.

Additional Responsibilities

  • Perform general administrative duties and participate in departmental activities as required.

  • Complete special projects and basic research as assigned.
  • Stay current on intellectual property issues in the museum field.
  • Complete all other duties as assigned within the scope of responsibility and skill required for the job.

Minimum Qualifications


Education, Training, and Traits:

  • High School diploma or GED
  • Minimum of two years college coursework; or two years of specialized training in office procedures or related field
  • Knowledge of or strong interest in intellectual property issues, particularly in non-profit or academic environments
  • Proficiency with Microsoft Office suite preferred
  • Understanding of license agreements and copyright law preferred


  • Familiarity with The Museum System (TMS) or similar collections database preferred


  • Familiarity with Adobe Photoshop and digital asset management systems preferred


  • Excellent written and verbal communication skills


  • Excellent organizational and administrative skills


  • Ability to follow projects through to completion


  • Ability to meet deadlines and handle multiple tasks simultaneously


  • Ability to work in a fast-paced environment with strong attention to accuracy and detail


  • Ability to interact collegially with all employees at all levels of responsibility


Work Experience:

  • Experience working in a museum, library or academic setting preferred


Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting or leaning while on post will not be permitted. 

  • Physical demands: Position requires verbal and written conversation with others and use of hands to manipulate, handle, or feel objects, tools, or controls. Position requires utilizing a computer for prolonged periods of time and good eye/hand coordination.  Vision abilities required by the job include close vision and color perception.  Position requires use of hands to safely handle and move collection objects according to current museum standards.
  • Work Environment: Work will be performed in an office environment and museum spaces.  The noise level in the work environment is usually low to moderate.  Additionally, strong communication skills and ability to interact politely and effectively with a wide range of staff, and external parties seeking information about the collection will be required. An employee in this position must be able to effectively utilize museum communications systems. 

About Crystal Bridges 

The mission of Crystal Bridges Museum of American Art is to welcome all to celebrate the American spirit in a setting that unites the power of art with the beauty of nature. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding American art. Crystal Bridges was founded in 2005 as a non-profit charitable organization by arts patron and chair of the museum’s board of directors, Alice Walton. Since opening to the public on 11-11-11, the museum has welcomed more than 5 million visitors and garnered 15,000 membership households. Some 280,000 school children have participated in the Willard and Pat Walker School Visit program, which provides educational experiences for school groups at no cost. 


Crystal Bridges takes its name from a nearby natural spring and the bridge construction incorporated in the building, designed by world-renowned architect Moshe Safdie. A series of pavilions nestled around two spring-fed ponds house the galleries and amenities such as a restaurant, museum store designed by architect Marlon Blackwell, and a library featuring more than 50,000 volumes of art reference material. In addition to the museum’s architecture, a Usonian house designed by Frank Lloyd Wright was preserved, acquired, and moved to the museum grounds in 2015, and a rare Buckminster Fuller’s Fly’s Eye Dome was installed in 2017, both providing access to American architectural masterworks in a natural setting. 


Sculpture and walking trails link the museum's 120-acre park to downtown Bentonville, Arkansas. A new entrance, elevator tower, and pedestrian bridge was added to the north side of the building in 2017, increasing access to the museum’s north lawn and newly enhanced North Forest Trail. More than 600,000 visitors a year utilize the museum’s five miles of walking trails. 


Crystal Bridges’ permanent collection spans five centuries of American artworks from early American to the present, and is always free to view. Crystal Bridges is committed to telling broad and inclusive stories by acquiring and showcasing the highest quality works by artists underrepresented in art history and conventional museum frameworks. Works such as Asher B. Durand’s Kindred Spirits, Gilbert Stuart’s George Washington, and Georgia O’Keeffe’s Jimson Weed are displayed alongside contemporary artists such as Kerry James Marshall, Maya Lin, Fritz Scholder, Jaune Quick-To-See-Smith, Felix Gonzales-Torres, and Amy Sherald represent some of the finest achievements in American art. The collection continues to grow, while the museum also offers temporary exhibitions that complement the collection and can also reveal art’s connections to equality and justice.


Crystal Bridges provides year-round programming for all ages. In 2019, more than 800 public programs and events were offered, including lectures, performances, classes, and continuing education for K-12 teachers. Crystal Bridges stays connected online with the full collection available via eMuseum, an award-winning app, a podcast called Museum Way, all available for free, and many of the museum’s lectures such as the Distinguished Speaker Series are on Crystal Bridges’ YouTube channel. An online-learning initiative provides opportunities for students and teachers with arts-based courses, as well as SmartHistory with arts history videos and essays. Crystal Bridges also offers two research fellowship programs. The Tyson Scholars in American Art program encourages and supports full-time scholarship that seeks to expand boundaries and traditional categories of investigation into American art and visual culture. The Reese Teacher Fellowship provides for research into the development of interdisciplinary connections between American art and core curriculum subjects of language arts, history, social studies, and the sciences. In addition, Crystal Bridges administers the awarding of the Don Tyson Prize, an unprecedented award recognizing significant achievements in the field of American art. Additional information about Crystal Bridges is available online at 


About the Momentary 

The Momentary is a new contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. A satellite to Crystal Bridges, the Momentary presents visual, performing, and culinary arts. The mission of the Momentary is to champion contemporary art’s role in everyday life and explore the unfolding story of contemporary American arts in an international context by actively commissioning and exhibiting outstanding works that explore new ideas and inspire action. The Momentary was founded by the Walton family, based on the vision of Tom, Olivia, and Steuart Walton. The Walton Family Foundation is supporting this project as a way to enhance the quality of life in Northwest Arkansas. The Momentary welcomes all with free general admission. Additional offerings include an artist-in-residence program, culinary experiences including an Onyx Coffee Lab, indoor and outdoor gathering spaces, an outdoor festival space, and a gift store. For more information, visit The Momentary is located at 507 SE E Street, Bentonville, Arkansas 72712.