Collections Manager, Entomology, at Entomological Collections of the California Academy of Sciences sought

Collections Manager, Entomology Job Opportunity


The Entomological Collections of the California Academy of Sciences include approximately 17.5 million pinned, alcohol, and slide mounted specimens, and is the largest reference collection in western USA, the fourth largest in the country, and among the ten largest worldwide. These collections are actively used by researchers around the world, including hosting dozens of visiting researchers annually, and processing hundreds of loan requests each year.

The Collections Manager is responsible for the maintenance and organization of the entomology and arachnology collections. This involves oversight and documentation of all collection-related procedures, including accessioning, deaccessioning, filing, labeling, handling of loans, exchanges, gifts, cataloging, identification, and preparation of specimens. It also requires strong management skills in the leadership of a team of entomology collection staff. The Collections Manager is expected to maintain a working knowledge of modern techniques in systematic biology, database management, entomological collections maintenance, and fieldwork.

The Collections Manager in conjunction with Curators or the Director of Collections will develop and lead collections improvement grants, and will work closely with IBSS and Development staff to raise funds for the endowment of the collections. This position advances the aims of the Academy’s strategic plan for digitization and integration with geographic information systems and image databases, and leverages CAS Entomology collection assets in programs serving diverse audiences, including conservation and educational partners, and communicates and interacts with the full array of public engagement activities at the Academy. As such, the Collections Manager will be responsible for departmental administration, public programs and educational duties as appropriate.

The Collections Manager reports to the IBSS Director of Collections and works closely with the Chair of the Entomology Department and other curators, and supervises all technical Entomology collections staff and volunteers.


  • Maintains and organizes department collections, including ancillary collections (e.g. photographs, field notes, teaching & library materials)
  • Supervises and assists curatorial assistants, technicians, student interns and volunteers
  • Develops and maintains systems for the documentation of all department collections, including computer database record-keeping, photography, and archiving records
  • Collaborates with the Director of Collections, Entomology Curators and the Chief of IBSS to develop a long-term strategy for collections use and stewardship
  • Works with the Director of Collections to establish and manage the Entomology collections budget
  • Manages use of and access to Departmental collections
  • Advances the Academy’s strategic plan for digital assets management
  • Communicates and interacts with both intra- and extramural public engagement activities
  • Maintains a working knowledge of modern techniques in systematic biology and develops taxonomic expertise concerning insects and arachnids in general
  • Oversees the preparation, identification, labeling and integration of new specimens into the collection
  • Maintains departmental collection policy and protocol documents which may include initial creation of documents and regular updating
  • Sits on the CAS Conservation Committee and other committees as requested by the Director of Collections
  • With approval of Director of Collections and relevant curator(s), may participate in field expeditions aimed at generating relevant collections for the Academy
  • Assists visiting scientists, other visitors and the general public with inquiries and arranges and/or leads tours of the department
  • Assists other CAS departments by teaching classes, providing input to exhibits and participating in development and member events as requested or appropriate
  • Assists with the preparation of grant proposals and the maintenance of pertinent records for grants received; may assist with the preparation of grant reports as they involve the collections
  • Oversees the purchasing of equipment, lab facilities and supplies for collections, and the maintenance of related records
  • Follows all Academy safety regulations and rules
  • Other duties as assigned


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


The ideal candidate will possess a combination of the following education and/or equivalent experience:

  • Master’s or Ph.D in the specific field or equivalent experience and education
  • Four (4) years of experience in curatorial or closely related work required, or an equivalent combination of education and experience
  • Prior supervisory experience
  • Knowledge of databases and other relevant computer systems
  • A good driving record and the ability to obtain a California drivers’ license


  • Comprehensive knowledge of the literature and curatorial procedures relevant to the specialized subject area(s) maintained by the department
  • Experience working with budgets
  • Ability to work cooperatively with Academy staff, volunteers and members of the public
  • Supervisory skills
  • Thorough knowledge of taxonomy related to collection
  • Strong computer skills

LANGUAGE SKILLS:  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals written in English.  Ability to write routine reports and correspondence in English.  Ability to communicate with others and to speak effectively before groups or individuals in English.

PHYSICAL DEMANDS & WORK ENVIRONMENT:  The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, walk, and reach with hands and arms, and talk or hear. Must be able to lift 50 lbs.  Must be able to perform repetitive motions 50% of the time.  Must be able to work with hazardous chemicals.


Please submit your cover letter and resume online at Note that the recruitment timeline for positions vary and depend on many factors, so it is impossible to accurately predict when a position will close. We appreciate your patience during this process. No phone calls please.

The California Academy of Sciences will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, national origin or ancestry, physical, mental or medical disability, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

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