Collections Database Administrator

Open To External And Internal Candidates • Williamsburg, VA

11h

About The Position

The Collections Database Administrator manages the Foundation’s collections management systems, including TMS and EMu, ensuring accurate, consistent, and well-structured collections data. This role develops and maintains data standards, produces reports to support research, exhibitions, publications, and programs, and collaborates with curatorial and registration teams to improve access to collections information. This position also partners with IT on system upgrades, integrations, and troubleshooting, and provides training and user support for staff. Must reside in or be ready to relocate to Virginia

Requirements

• Bachelor’s degree or equivalent experience.
• Experience working in a museum setting and knowledge of museum operations, policies, and standards.
• 3–5 years of experience working with a museum collections management database (e.g., TMS, EMu, or comparable CMS).
• Experience creating, managing, or maintaining collections data, including data cleanup, data verification, and system configuration.
• Strong understanding of data structure, metadata standards, and data nomenclature to ensure accurate records and optimized search and retrieval within the collections database.
• Proficiency with The Museum System (TMS) and EMu and Excel.
• Ability to prioritize and manage multiple, ongoing projects; excellent attention to detail.
• Ability to communicate well both orally and in writing and train users with limited technical knowledge.
• Ability to establish priorities, meet priorities, work independently and as part of a team, work under pressure, and be well organized.
• Knowledge of best practices in museums collections management and data standards.

Nice To Haves

• Master’s degree in art history, history, museum studies, material culture, library science, information science, or a related field.
• Proficiency with Crystal Reports and SQL.

Responsibilities

• Manages data integrity and system functionality in The Museum System (TMS) and Axiell’s EMu.
• Verifies accuracy, completeness, and format consistency of collections data in alignment with industry standards and in collaboration with collections staff.
• Develops, maintains, and updates data entry style guides for use by registrars, curators, and conservators.
• Serves as the primary point of contact for database standards, protocols, and user support; provides onboarding and refresher training for staff.
• Coordinates database upgrades and maintenance with IT and external vendors.
• Collaborates with curatorial, registration, conservation, and other departments to integrate system modules into workflows, cataloging projects, inventories, and exhibition processes.
• Performs data searches, location updates, and generates system reports as needed.
• Assists the Registrar with inventory projects and database security settings, including user permissions and access controls.
• Oversees departmental volunteers and interns involved in collections information work.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level