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Manager of Collections Information—Registrar’s Office

The Manager of Collections Information manages, enhances, and expands all aspects of our TMS (The Museum System) database for efficient workflow by Museum staff, and plays a key role in creating a Museum-wide information strategy. This position works closely with Collections Management, Curatorial, and Conservation to meet the high standards set for collections care.


  • B.A. required; M.A. in art history, museum studies, library and information science, or a related field preferred
  • Minimum five years' direct experience in museum collections data management, with in-depth understanding of TMS (The Museum System) data structure and system administration
  • Previous participation in a TMS upgrade
  • Advanced skills in Crystal Reports writing, and working knowledge of SQL queries
  • Knowledge of Microsoft Access and Excel applications
  • Familiarity with registration methods and collections management functions and procedures, including accessioning, deaccessioning, exhibition organizing, loans, shipping, inventories, and location tracking
  • Experience managing projects from inception to completion; organized, detail oriented, articulate, and self-motivated, with proven ability in supervising and training others
  • Ability to provide immediate assistance and support to key staff members when necessary, produce collection statistics, and work on a variety of projects simultaneously to meet deadlines in a fast-paced environment


  • System administration of TMS, employing a thorough knowledge of all TMS modules, capabilities, and customization options
  • Work with Digital Lab, Technology, and Archives staff to provide public and scholarly access to the collection
  • Oversee the implementation of established procedures for data entry and data standards
  • Create and maintain the annual budget for system contracts, upgrades, data projects, and training
  • Work with the Associate Registrar for the Permanent Collection and curatorial assistants to identify data enhancement projects and workflow efficiencies and to resolve numbering issues, and direct these projects to completion
  • Supervise the Collections Information Assistant responsible for daily storage, gallery reinstallation location changes, conservation image linking, and data cleanup projects
  • Oversee exhibition loan object records, and manage location authority and its interaction with public-facing applications
  • Train staff in TMS, including conducting in-person sessions, creating tutorial documents, and troubleshooting database issues
  • Enhance and maintain data guidelines documentation, and create a comprehensive manual with screen shots
  • Work with Editorial and Curatorial staff to develop cataloguing format guidelines and a thesaurus of standard terms
  • Design and maintain all Crystal Reports files, using SQL, for all TMS modules, and continue a system-wide report cleanup and consolidation effort
  • Propose and develop collections documentation projects, with approval of the Chief Registrar and Director of Collections
  • Lead quarterly TMS user meetings with representative staff from Curatorial, Archives, and Digital Lab
  • Maintain database authority tables, custom forms, data views, configuration, and security access
  • Perform batch edits and uploads to TMS using SSMS and TMS plugins
  • Work with Technology staff on online collection data development, and maintain originating data points for the ASK app
  • Provide support for DAMS systems (NetX) and Digital Lab
  • Maintain Conservation workflow in TMS, particularly reporting and image imports through NetX
  • Oversee interns working on a long-term research and data-entry project to reconcile historical exhibition checklists with Archives
  • Oversee database upgrades; perform testing, prepare data, and coordinate with Technology staff

Start date: Immediately

Department: Registrar

Reports to: Chief Registrar

Position type:  Full-time

FLSA status: Exempt

Schedule: Monday through Friday, 9 am to 5 pm

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