Collections Information Assistant / Coordinator

Collections Information Assistant / Coordinator

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Carnegie Museum of Art, 4400 Forbes Avenue, Pittsburgh, Pennsylvania, United States of America Req #702

 Wednesday, November 10, 2021

Carnegie Museum of Art creates experiences that connect people to art, ideas, and one another. We believe creativity is a defining human characteristic to which everyone should have access. CMOA collects, preserves, and presents artworks from around the world to inspire, sustain, and provoke discussion, and to engage and reflect multiple audiences.

Carnegie Museum of Art is arguably the first museum of contemporary art in the United States, collecting the “Old Masters of tomorrow” since the inception of the Carnegie International in 1896. Today, the museum is one of the most dynamic major art institutions in America. Our collection of more than 30,000 objects features a broad spectrum of visual arts, including painting and sculpture; prints and drawings; photographs; architectural casts, renderings, and models; decorative arts and design; and film, video, and digital imagery. Through our programming, exhibitions, and publications, we frequently explore the role of art and artists in confronting key social issues of our time, combining and juxtaposing local and global perspectives.  With our unique history and resources, we strive to become a leader in defining the role of art museums for the 21st century.

Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

The Collections Information Assistant / Coordinator will work closely with Carnegie Museum of Art’s Collections Information Manager & Database Administrator to organize digital files and associated metadata with accuracy and consistency to prepare for migration to a digital asset management system (DAMS). The Collections Information Assistant / Coordinator will prepare assets and metadata for public access and licensing partnerships through the museum’s website and external affiliations. In addition, they will assist with metadata and file interchange with external vendors for digitization projects, particularly the Charles “Teenie” Harris Archive’s photographic negative collection. The position is a fixed term, 1-year position.

Education and Experience: 

  • The position requires a Bachelor’s degree; Master of Library and Information Science (MLIS) or similar degree preferred.
  • Some work experience in digital imaging or asset management (1-2 years) is required. Considerable work experience in digital imaging or asset management (2-5+ years) is highly desired.
  • Previous experience in a museum, library, archive, or comparable organization is strongly preferred.
  • Experience with digital asset management systems (DAMS) preferred; volunteer or intern work will be considered.

 Knowledge, skills, and abilities: 

  • The Collections Information Assistant / Coordinator should have experience with asset tagging, taxonomy, and familiarity with cataloging standards and controlled vocabularies, such as Dublin Core, CCO, and AAT.
  • Experience using digital repositories, especially digital asset management systems (like NetX or Piction) and/or collections management systems (like Axiell EMu or Gallery Systems TMS) is strongly preferred.
  • The position should have working knowledge of digital imaging principles and current best practices for digitization projects.
  • Data transformation and interchange skills highly desired.
  • They must have proficient typing skills and the ability to proofread effectively.
  • They must be detail-oriented and demonstrate ability to think strategically and prioritize.

Physical Requirements:

  • Work is primarily sedentary in nature; there will be close contact with a personal computer for long periods of time.
  • Must be able to pay close attention to detail; meet deadlines; remain calm under pressure and with frequent interruptions.


Essential Functions & Accountabilities:

  • Prepares batches of images and metadata for transfer to external image hosting sites and image rights partners (Art Resource, Getty Images, etc.)
  • Assists in coordination of metadata and file interchange between external partners (Art Resource, Getty Images, etc.) and internal stakeholders (Collections Information Manager, Director of Design & Publications, and Design & Publications Studio Manager).
  • Assists with preparing files and metadata received from external digitization vendors for ingestion into archival storage, the collections management system (CMS), and other systems as needed.
  • Prepares legacy assets for ingestion into the museum’s digital asset management system (DAMS) utilizing standardized filenames, embedded metadata, and logical organization.
  • Undertakes coordination tasks regarding the implementation of the DAMS, as directed by Collections Information Manager.
  • Assists with data cleanup initiatives in the CMS at the direction of the Collections Information Manager and in collaboration with other departments as needed to facilitate the CMS-DAMS sync and the incorporation of new asset collections.
  • In concert with Collections Information Manager, updates process documentation, written standards, and data policies as needed.
  • Other collection information projects as identified by the Collections Information Manager as needed.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:

  • Pennsylvania Child Abuse History Clearance
  • Pennsylvania State Police Criminal Record Check
  • FBI Fingerprint Criminal Background Check

Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.


The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources.

  1. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential.
  2. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function.
  3. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential.
  4. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis.
  5. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential.
  6. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.
  7. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.