Associate Registrar for Data Management

Description

Under the supervision of the Head of Registration and Collections, the Associate Registrar for Data Management manages the museum’s collection database system. The Associate Registrar for Data Management utilizes technology to preserve and manage the museum’s collection information and digital assets; collaborates with other departments to increase access to collection information and digital assets for the purpose of exhibition, publication, programs, and research. This position is charged with the care of the collection by adhering and implementing policies that advance the museum’s strategic priorities as well as its mission, vision, and values.

Responsibilities

· Oversee daily operations and strategic development of the CMS (Currently using EMu), ensuring system reliability and efficiency.

· Implements project management best practices for CMS initiatives and upgrades. Designs roadmaps for system enhancements based on user feedback/insights.

· Acts as the main point of contact with database vendor (Axiell) managing support tickets, bug reports, and feature requests.

· With Registrars, establish individual and group rights for EMu users.

Facilitates data mapping and interoperability between the CMS and other platforms (e.g., Piction, Drupal).

· Resolve database errors and integration issues, coordinating with IT to address technical challenges.

· Create collections data reports, forms, and exports as required by staff for use in registration, museum publications, statistics website etc.

· Verify accuracy of all data and format consistency for collection records. Work with stakeholders to standardize data entry practices, terminology, and controlled vocabularies.

· Develop and provide museum-wide training program for collections database, including the development and maintenance of an internal database user’s manual, new employee orientation and training, and periodic refresher sessions for current staff.

· Guides staff in troubleshooting, updating, and refining database records per institutional standards.

· Assist registrar in maintaining paper object records and create digital assets as appropriate such as scanning selected object files, and condition report information into collections database

· Craft AWL scripts for data analysis, complex queries, generate reports, and user support.

· Create and maintain cataloging guidelines and cataloging worksheets.

· Maintain industry standards for documentation, preservation, and presentation of collection information. Facilitate post-acquisition digital asset workflow.

· Provide guidance and management for cross-departmental projects involving artwork, artists, and program data.

· Monitor and report on collections information projects, identifying opportunities to leverage data for strategic decision-making.

· Support long-term planning for the organization, preservation, and utilization of institutional knowledge, documentation, and digital assets.

· Collaborate with other museum departments to prepare grant proposals related to collection documentation and digital access to collections.

Collaborate with IT to Plan system updates, integrations, testing, and infrastructure improvements.

· Keep abreast of developments and standards in the field of museum collection management system technology and applications for collection information preservation. Attend relevant workshops and conferences to further education and professional training.

· Duties directly related to registration, as assigned: assist registrars with periodic projects such as permanent collection inventory, loans, large exhibitions, planning, receiving and releasing shipments, perform courier duties when required.

· With Head of Registration and Collections, prepare and oversee annual CMS budget.

· Art handling as needed.

· Maintain confidentiality regarding all sensitive museum information.

Supervisory Responsibilities

· n/a

Skills and Requirements

· Skilled in user support including training to drive system engagement.

· Skilled at data cleaning and metadata crosswalks in preparation for importing into database.

· Familiarity with digital asset management (Piction) systems and integrations.

· Knowledge of data standards, including controlled vocabularies, linked data principles, taxonomy tools, and inclusive metadate practices.

· Strong written and verbal communication, including technical documentation and procedure writing.

· Knowledge of museum registration practices, proper art handling procedures and techniques, including packing and transportation methods, a plus.

· Knowledge of museum standards and best practices of registration.

· Ability to physically move, carry and/or maneuver objects weighing up to 30lbs; ability to bend or stoop.

· Willingness to travel for work-related assignments.

Key Characteristics/Traits

· Ability to prioritize and manage multiple, ongoing projects; excellent attention to detail.

· Highly effective verbal, listening, and written communications skills with the ability to communicate clearly with all levels and with all people and groups, to clearly exchange and provide information.

· An ability to maintain effective working relationships internally and externally, which includes demonstrating a pleasant, courteous, and professional demeanor and presence always.

· Exceptional organizational and project management skills, with a track record of meeting deadlines and managing complex workflows.

· Possess a proactive spirit of collaboration to achieve strategic goals.

· Proven ability to work independently and under close supervision, or as assigned, and to bring projects to completion in a timely manner.

Qualifications/Education

· Degree in art history, library science, museum studies, or equivalent experience. 3 – 5 years museum experience with collection management activities, including cataloging and data entry.

· Four plus years of hands-on experience with collection management systems (EMu preferred).

· Proficient in relational databases and advanced SQL for data querying and management.

· Proficient in collections management systems (EMu strongly preferred); familiarity with Crystal Reports is a plus.

· Experience in leading digital projects – from planning to execution – with a focus on user needs and adoption.

· Computer proficiency with MS Office Suite.

· Art handling skills.

Other Job Requirements

· Successful completion of background, drug screening and MVR.

· Smart Phone required.