Collection Information Specialist

Date: September 2019
Position Title: Collection Information Specialist
Reports to: Head of Collections Access
Type of Position: Full-time, Exempt 


The Collection Information Specialist helps to create an authoritative center for collection information management across the Museum.  The role is responsible for administering the collection management database, integrating information with outside systems, giving recommendations on future discrete digitization projects, performing photography post-processing activities, and digital file management. 


Database Management & Project Planning

  • Manages the collections management database (currently EmbARK by Gallery Systems) including administration of user accounts, training, user support, access and authorities, and customizations in consultation with collection digitization project team members & Information Services department
  • Acts as the primary liaison to the database vendor Gallery Systems technical support
  • Manages the data migration and transition to a new collection management database
  • Oversees database user manuals, style guides, and documentation
  • Implements and maintains database integrations with application programming interfaces (API) between the collection management database and other systems
  • Troubleshoot data integration and presentation for the museum’s online collection
  • Works with stakeholder departments (Conservation, Archives) on legacy data integration planning and implementation

Digital Data Management

  • Follows established workflows to prepare and deliver assets to a Trusted Digital Repository in collaboration with the Collection Photographer, as part of the Museum’s membership in the MetaArchive Cooperative, a digital preservation network. This includes file editing in Adobe Software, keying in and importing metadata, creating and preparing derivative files, creating and running scripts for bulk processing
  • Modifies existing workflows as necessary with the new collection management database


  • A degree in Information Science, Library Science, Museum Studies or related fields is required. B.A. in Art History or related disciplines preferred
  • Minimum three to five years professional employment in Database Administration, Information Science, Digital Preservation or related fields
  • Experience with database administration, digitization projects, and data migration/conversion projects

Essential Skills

  • Experience administering a relational database (collection management system preferred)
  • Proficiency with Adobe Photoshop Creative Suite
  • Demonstrated experience with a data migration project
  • Demonstrated experience with collection digitization projects
  • Must have excellent organizational and communication skills, and be detail oriented
  • Ability to work collaboratively towards shared goals and understanding with key stakeholders across museum departments including non-technical staff 
  • Ability to work independently prioritizing tasks, setting deadlines, and meeting targets
  • Ability to follow explicit institutional workflows
  • Familiarity with application programing interfaces (API’s) for dissemination of data

Desired Skills

  • Familiarity with HTML and SQL
  • Ability to advise on XML scripts, versioning data for advanced website utilization
  • Preference will be given to candidates with demonstrated skills in visual literacy
How to Apply
Please visit our website and apply directly through our online application system: