Collections Information and DAMS Manager

Description

Job Title: Collections Information and DAMS Manager
Department: Collections Management
Reports to: Collections and Exhibition Planning Director
Revised date: 11/14/2023
General Information
Location: 1103 Biscayne Boulevard Miami, FL, 33132
Base Pay: $65,000 to $85,000
Employee Type: Salary
Required Degree: Bachelor’s Degree in Museology, Library Science, or a related field.
Travel: As needed
Manage Others: No

Description
Position Overview: Reporting to the Collections and Exhibitions Planning Director, and drawing from a growing collection of 3,500+ artworks, the Collections Information and DAMS Manager serves as an integral role managing TMS Collections (TMSC). TMSC functions as the museum’s main platform to document and share the art collection, interfaces with the digital asset management system (DAMS) and the online art collections portal (eMuseum), to enable access to essential collection information for stakeholders across the museum and online.

The Collections Information and DAMS Manager works closely with registration and curatorial staff to create standards, best practices, and a concise cataloguing system for effective use of collection data contained in TMSC and DAMS. The role will activate these standards to streamline cross-departmental data access needs and initiatives.

The Collections Information and DAMS Manager will contribute to the establishment of workflows to improve data accessibility and quality throughout various platforms such as ensuring completeness, accuracy, inclusivity, and underscoring TMSC as the central repository for the museum’s collection information. As well as lead and collaborate on logistics for larger TMSC related projects such as database upgrades, migrations, collection inventories, and digitization of the Collections & Exhibitions Planning department workflows.

Essential Functions included, but are not limited to:

Collections Information:
• Supports database administration and daily functionality of TMSC
• Serves as liaison with TMSC and eMuseum
• Develops and keeps current concise data entry standards, procedures and policies
• Conducts regular audits of the database
• Plans and executes upgrades, patches, plugins, data cleanup and migration projects
• Maintains TMSC user accounts, security groups, data hierarchies, and standards
• Provides advanced database training and guidance for TMSC power users and the general user
• Creates custom collections management reports using SAP Crystal Reports
• Creates and modifies Crystal Reports, SQL queries, and custom data views
• Partners closely with the Associate Registrar, Collections to address database conundrums resulting from a forthcoming comprehensive collection inventory
• Creates analytical reports on collection data for research and collection management projects
• Oversees integration and transfer of data between TMSC and PAMM’s Collections Online platform

• Performs other duties or special projects as assigned

DAMS:
• Leads effort to identify, upload, describe, add metadata, and manage the use of digital assets in the DAMS
• Ensures data flow from TMSC to DAMS is accurate and meets the needs of stakeholders
• Responds to and communicates with stakeholders on DAMS support
• Assists the Intellectual Property Manager with the linking of digital images to TMSC
• Archives and maps all images and documentation in appropriate formats for staff utilization and dissemination to multiple endpoints
• Creates, maintains, and updates links between image documentation and object records in TMSC
• Ensures asset standardization for departmental archives and general use
• Performs other duties or special projects as assigned

Requirements

Required Degree: Bachelor’s Degree/4-Year Degree

Qualifications:
• Bachelor’s Degree in Museology, Library Science, or a related field
• 3+ years of experience with a museum collections management database, preferably with Gallery System products
• Experience in writing SQL, Crystal Reports, XML and HTML; advanced knowledge desired
• Knowledge of data standards and culturally inclusive practices for museum collection management
• Knowledge of published vocabularies, standards, and linked data tools such as the AAT, TGN, ULAN, LCNAF, and Wikidata
• Experience providing user support and training in a team environment
• Experience with digital asset management and project management is preferred
• Excellent written and verbal communication skills
• Ability to work independently and as part of a team
• Strong attention to detail
• Proficiency in Spanish helpful

Teamwork Skills:
• Be an enthusiastic, helpful and positive member of the team
• Be professional, responsible and mature in conduct and behavior
• Be understanding of, encouraging to, and friendly with all colleagues
• Be self-motivated and use time wisely
• Maintain and promote an open line of communication with each department on pertinent information
• Maintain effective communication by means of meetings and memorandums
• Adhere to all workplace rules, procedures and policies established by the company including, but not limited to those contained in the employee handbook.

Physical Demands:
• Walk, bend, lift (up to 15 pounds) files, office supplies and electronic equipment
• Finger dexterity to pick up paper and use computer keyboard
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading
• Ability to hear in normal tones including telephone and face-to-face conversation
• Ability to work both independently and collaboratively in a fast-paced environment
• Ability to analyze problems and make decisions and recommendations