Collection Database Administrator


The Corporation of the Fine Arts Museums is seeking a Collection Database Administrator to help development a new museum collection database. This position will play an immediate key role in the conversion and migration of data from a home-grown legacy database (4D) to Gallery System’s The Museum System (TMS), and will report to the Collection Manager in the implementation of data standards and protocols after the conversion is complete.

Ongoing primary responsibilities will include managing data clean-up, providing museum-wide TMS support, training and assisting users, developing customized reports and forms, and maintaining protocols.

Typical Duties and Responsibilities

  1. Partnering with the Collections Manager and the IT department, administrate the conversion and migration of existing collections data from FAMSF’s current system.
  2. Manage (and perform as needed) pre- and post- conversion data cleaning.
  3. Partnering with the Collections Manager, develop database functionality by working with staff in all collections-related departments to establish cataloguing and lexicon standards for each department.
  4. Implement and maintain protocols, and update and correct new and existing data to ensure integrity and consistency of information.
  5.  Create and update manuals and guidelines for system administrators, users, and data-entry personnel.
  6. Customize TMS for use by various departments including creating department-specific reports and forms.
  7. Coordinate with colleagues in Photo Services to integrate with the Museum’s DAM (digital asset management system).
  8. Interact with data from outside institutions.
  9. Create staff and user profiles as needed; manage security permissions; liaison with Gallery Systems to troubleshoot issues, implement upgrades, and ensure general software maintenance; work closely and with support from the FAMSF IT department.
  10. Provide support to collections users.
  11. Assist with special projects as assigned. 

Minimum Qualifications:

Education: Bachelor’s degree from an accredited university, preferably in the humanities; graduate work in museum studies preferred.

Work Experience: Minimum three years of TMS administration and experience with Crystal Reports, or equivalent combination of education, training and experience. Previous experience in museum registration or collections management preferred.

Technical Skills and Proficiencies:

  • Strong knowledge of SQL as used in MS SQL Server, XML, and Crystal Reports.
  • Excellent computer skills and demonstrative experience with relational database administration for museum collections management.
  • Knowledge of data management standards and best practices, and collections management and registration best practices.
  • Knowledge of basic conservation concerns/practices.
  • Experience and proficiency with structured project management and its related software tools, including Asana, G Suite, and Microsoft Excel.

Professional Skill and Proficiencies:

  • Highest level of communication acumen, placing value on openness, transparency, and trust-building.
  • Extremely high level of accuracy and attention to detail; commitment to efficiency and effectiveness of systems and schedules.
  • Ability to work well under pressure with conflicting demands; thrives in a deadline-driven environment.
  • Ability to efficiently and effectively work on a variety of projects concurrently, with attention to the goals and priorities of the department and the Museums.
  • Ability to establish and maintain effective working relations with colleagues and volunteers, and effectively represent the Museum to outside professionals.
  • Ability to make accurate arithmetic calculations.
  • Comfort sitting in front a computer for extended periods of time.

Step 1 on wage scale for this position is $32.26 per hour.

This Union position is full-time, and has a full benefits package including medical, dental, vision and generous vacation, sick, and holiday policy.

Application Deadline: November 24, 2019