Associate Registrar for Data Management

About Us

At The Huntington, we believe that having a team of diverse backgrounds and voices working together will enable us to support and promote the appreciation of the humanities, the arts, and botanical science. The Huntington is proud to be an equal opportunity employer and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, disability, sex, gender, gender identity, sexual orientation or any other characteristic protected by local, state or federal law.

The Huntington

Founded in 1919, The Huntington Library, Art Museum, and Botanical Gardens is a collections-based research and educational institution open to the public, housing world-class library, art, and botanical collections. Its mission is to support research and promote education in the arts, humanities, and botanical science and to display and interpret its extraordinary resources for diverse audiences.

The Culture

Here we are committed to the highest of standards in all that we do – from preserving and protecting the collections, to exhibitions, educational and scholarly programming, visitor and reader services, and beyond.  Achieving excellence across these pursuits requires a diversity of perspectives, expertise, experience, and methodologies. We are better together.  We believe an explicit commitment to diversity, equity, and inclusion directly impacts and improves staff and audience engagement and experience.

The Huntington requires all employees to be fully vaccinated and boosted against COVID-19, and proof of vaccination must be submitted prior to beginning employment. In accordance with the law, The Huntington will accommodate employees who cannot be administered the COVID-19 vaccine due to their sincerely held religious belief, disability, or medical condition, and applicants should contact Laura Sanders in Human Resources at if they have questions about this requirement.

About the Role

Reporting to the Head of Registration and Collections Management, the Associate Registrar for Data Management will be responsible for managing the systems used to document and share the art collections and collaborates with other departments to facilitate robust digital access to the collection. The Associate Registrar for Data Management will also define departmental data management needs and participate in institution-wide digital strategy discussions. This position works closely with registrars, Head of Integrated Systems, Digital and Technology, and Library Digital Collections and Imaging Services to support staff in their use of art data stored in the collections management system (The Museum System (TMS)), the online art collections portal (eMuseum), and the digital asset management system (DAMS).

The post holder will demonstrate a background of working directly with people from diverse racial, ethnic, geographic, and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.

Essential Duties

Collections Data Management:

  • Support database administration for TMS and the online portal using SQL Server scripts
  • Serves as primary point of contact and expert resource for all issues related to Art division collections data
  • Analyze and evaluate needs of TMS users and Art division stakeholders, soliciting enhancements for system functionality and reporting
  • Coordinates maintenance, backup, configuration tuning, updating, issue reporting, and trainings of TMS between users and the vendor Gallery Systems
  • Assist with testing and deploying system upgrades and patches for TMS and the online art collections portal
  • Manage user accounts and security groups in TMS, assisting IT with user access
  • Maintain divisional art documentation practices and policies
  • Maintain and develop custom collections management reports using SAP Crystal Reports
  • Maintain and innovate data entry and imaging standards and workflows
  • Participate in the continued data clean-up of the art collections and linking of digital images to TMS
  • Facilitate the transfer of data and digital collections to the online art collections portal
  • Provide ongoing TMS training for Huntington staff to increase user abilities

Digital Asset Management:

  • Leads Art division effort to identify, upload, describe, add metadata, and manage the use of digital assets in the DAMS
  • Ensures data flow from Art division’s collections management system to DAMS is accurate and meets the needs of stakeholders
  • Responds to and communicates with divisional team members and stakeholders on digital asset management system support
  • Archive and map all images and documentation in appropriate formats for staff utilization and dissemination to multiple endpoints
  • Create, maintain, and update links between image documentation and object records in TMS
  • Ensure asset standardization for departmental archives and general use
  • Interface and coordinate with other DAMS administrators across institution

General Departmental Duties:

  • Field and offer assistance for outside inquiries
  • Liaise with Rights and Reproductions [Contractor] on internal and external image requests
  • Advise Digitization Assistant on DAMS and TMS image management
  • Generate reports and statistics informing staff and institutional governance bodies of progress and activities as needed
  • May perform other related duties as assigned

Candidate Requirements and Experience

Knowledge, skills, and abilities:

  • Minimum of a Bachelor’s Degree in Art, Art History, Information Technology, Museum Studies, or a related field
  • Minimum of three or more years of database administration and digital asset management experience
  • Excellent organizational and communication skills are required
  • Knowledge of Mac and PC operating systems preferred
  • Experience with TMS required
  • Experience with eMuseum desirable
  • Knowledge of and experience using SQL, XML, and HTML
  • Ability to write Crystal Reports required
  • Rights and Reproduction experience preferred

Working Conditions

  • Ability to work both independently and collaboratively
  • Ability to work in a fast-paced environment
  • Ability to analyze problems and make recommendations
  • Hybrid, in office and remote work

Compensation & Benefits

We provide competitive compensation, generous benefits and perks for all eligible employees including:

  • Pay Range: $30 – $35/hr. Negotiable and commensurate on experience.
  • Medical, Dental, Vision
  • 403(b) basic retirement plan and optional matching retirement plan with an outstanding employer match
  • Hybrid remote work schedule available for applicable positions
  • Considerable paid time off, including annual leave, sick leave, and holidays
  • Commuter benefits (pre-tax income for mass transit expenses and free parking)
  • Discounts for staff in The Huntington Store and restaurants
  • Access to the Museums Council pass, which grants free admission to various museums and cultural institutions
  • Free passes each month to welcome family and friends to visit the grounds

The Application Process

Please submit a cover letter and CV/resume as a single PDF attachment.

You will have the opportunity to submit additional documents on the “My Experience” section of the application

Full posting and application instructions here: