Posted July 17, 2014

The Associate Collections Information Specialist supports the Museum’s collections management system (TMS), is responsible for assessing documentation across departments to ensure compliance with cataloging standards, coordinates the implementation of museum-wide cataloging standards, oversees data entry and data cleanup projects, performs global data changes and creates new reports.

Primary Responsibilities and Duties:
• Organize cleanup and standards implementation activities with curatorial representatives, exercising a high level of attention to detail and sensitivity toward curatorial concerns.
• Modify, design, and troubleshoot Crystal Reports that support activities in TMS.
• Perform global data changes as needed.
• Audit database records to ensure accuracy and consistency with Museum cataloguing standards.
• Maintain and update museum-wide TMS cataloguing manual.
• Responsible for assessing documentation across databases and determine where information is incomplete or inconsistent.
• Assist with department data entry projects as needed.
• Work directly with curatorial cataloging staff, understanding needs and helping to develop internal workflows for efficient and effective cataloging practice.
• Assist in providing first level support to museum staff regarding use of TMS.
• Assist in the maintenance of the museum-wide TMS thesauri on the collection.
• Other related duties

Requirements and Qualifications:
Experience and Skills:
• Minimum 3 years working with museum cataloging or collections management systems with a strong preference for experience with The Museum System (TMS).
• Proven knowledge and understanding of relational database systems.
• Proficiency in Crystal Reports and experience with SQL Server.
• Proficiency in Microsoft Excel and Microsoft Access.
• Experience with end-user support and service; strong verbal and written communication skills.
• Excellent organizational, proofreading, and analytical skills, with close attention to detail.
• Ability to work independently.
• Proficient use of the English language, both in written and oral form.
• Must be a generally positive individual who enjoys exchanging ideas and working in a team environment.

Knowledge and Education:
• Required: Bachelor’s degree in Art History or related field.
• Preferred: Advanced degree in Art History or related field.
• Preferred: knowledge of published vocabularies including AAT, ULAN, and TGN, etc; data content standards including CCO; and other museum information standards.
• Conceptual understanding of relational database systems.

Application Instructions
Please send cover letter, resume, and salary history to with the position title in the subject line.