Museum Database Administrator

New-York Historical Society, a preeminent educational and research institution, is home to both New York City’s oldest museum and to one of the nation’s most distinguished independent research libraries. N-YHS is dedicated to presenting exhibitions and public programs, and fostering research that reveal the dynamism of history and its influence on the world of today. Founded in 1804, its holdings cover four centuries of American history, and include one of the world’s greatest collections of books, manuscripts, graphic materials, historical artifacts, and American art documenting the history of the United States as seen through the prism of New York.



The New-York Historical Society is looking for a Museum Database Administrator to oversee and maintain it’s museum database using The Museum System (TMS). The database includes approximately 90,000 object records and 50,000 digital images. The ideal candidate should be highly skilled with database administration and knowledgeable about standard museum registration and collections management procedures.



Ongoing responsibilities include:

  • Maintaining database on Microsoft SQL server using SQL Server Management Studio; familiarity with SQL queries a must.
  • Performing regular maintenance routines in TMS and using plugin-ins, including configuration of settings in DB config and user account and security management
  • Writing, editing, and troubleshooting Crystal Reports
  • Liaising with Gallery Systems and IT department on web interfaces and software upgrades
  • Troubleshooting for both the TMS client and remote application, and integrated applications.

Daily responsibilities include:

  • Performing batch uploads of object and media records using TMS importers and Access; processing digital media files for upload; processing new museum accessions;
  • Providing TMS and eMuseum tech support as needed; providing training sessions to staff and interns, including writing instruction manuals;
  • Participating in ongoing review of data entry and style standards;
  • Performing regular data clean-up and overseeing intern data entry projects;
  • Maintaining and updating internal TMS style guide;
  • Producing reports and packages as needed/requested by museum staff and researchers
  • Maintaining location authority and tracking object movement in TMS, familiarity with the TMS bar coder a plus;
  • Assisting with updating loan and exhibition records as needed
  • Adding collection records and images to eMuseum and liaising with IT department on web interfaces, familiarity with web APIs a plus;
  • Preparing collections metadata for upload to Artstor, Google Cultural Institute, and Islandora.




  • Bachelor’s degree, preferably in the humanities; graduate work in museum studies or library science is preferred
  • Minimum three years of experience with TMS administration and Crystal Reports
  • Substantial previous experience working with TMS in a museum environment; experience upgrading TMS a plus
  • Strong knowledge of SQL as used in MS SQL Server, XML, and Crystal Reports
  • Excellent and demonstrated expertise in database administration
  • Knowledge of Microsoft Access and ability to troubleshoot Access databases
  • Strong writing and interpersonal skills; ability to problem solve and work independently
  • Ability to work at a computer for long periods of time


PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 


This is largely a sedentary role using a computer; however, some filing is required.  This would require the ability to lift files (up to 25 lbs), open filing cabinets, and bend or stoop as necessary.



For consideration please send a cover letter, resume, and salary requirements to:

Please reference the job title in the subject line. 


The New-York Historical Society is an Equal Opportunity Employer.