Digital Assets & Collections Database Administrator

University of Tulsa•Tulsa, OK

About The Position

Gilcrease Museum in Tulsa, Oklahoma, houses one of the world's most comprehensive collections of art, history, and cultural materials of the Americas. The museum explores themes of place, identity, conflict, exchange, and more to illuminate intersecting stories of American history and creativity within Oklahoma and throughout the hemisphere, using artworks, documents, books, and a rich variety of cultural materials. In its new 95,000 square foot building, opening in early 2027, Gilcrease will present a reconceived visitor experience that combines immersive gallery spaces, outdoor landscapes, and an interdisciplinary interpretive approach. Digital touchpoints, including interactive walls, kiosks, and mobile guides, provide deeper access to the museum's collections and create new opportunities for engagement. With a focus on inclusivity and connection, Gilcrease serves a wide range of audiences from school groups and families to researchers and lifelong learners. The museum is committed to providing meaningful, educational, and inspiring experiences that strengthen community engagement and foster understanding across cultures. The Digital Assets & Collections Database Administrator is responsible for the operation and continuous improvement of the museum’s digital media and data ecosystems, and reports to the Senior Manager of Digital Initiatives. This position plays a key role in ensuring that digital media and associated collection data are created, organized, maintained, and delivered accurately and reliably for internal workflows, online presentation, and gallery‑based experiences. The role encompasses two closely related areas of responsibility: oversight of post‑capture media workflows and operational administration of digital asset and collections‑related systems. On the imaging side, the position ensures that digitized collection materials adhere to established standards for image quality, file organization, metadata alignment, and long‑term usability. On the systems side, the role oversees how digital assets and collection data move between interconnected platforms, applying technical knowledge to maintain system reliability, data integrity, and alignment across environments. This position operates at the intersection of collections, technology, and digital production. The role requires a strong applied understanding of data structures, digitization practices, and integrated systems, as well as the ability to engage productively with IT staff, vendors, and project stakeholders. The Digital Assets & Collections Database Administrator is expected to contribute to institutional stability through careful execution, documentation, and incremental improvement of workflows and systems.

Requirements

Bachelor’s degree in museum studies, information science, digital humanities, or a related field; or a combination of relevant education and professional experience that demonstrates comparable knowledge and skills.
Demonstrated experience working with digital asset management systems and/or collections information systems within a museum, academic, cultural heritage, or similar institutional environment.
Familiarity with collections or archival data structures and the relationships between relational records and digital assets.
Experience interacting with databases or structured data environments, including the ability to understand queries, reports, and data exchanges.
Comfort working within integrated systems environments, including those that exchange data through APIs or other automated processes.
Ability to document workflows, technical procedures, and user guidance clearly and accurately.
Strong organizational skills, attention to detail, and the ability to balance operational responsibilities with project‑based work.

Nice To Haves

At least five (5) years of professional experience working in a museum environment.
Experience with Piction, TMS (The Museum System), Drupal, WMS (World Management System), or ArchivesSpace
Basic proficiency in web or scripting languages (HTML, CSS, JavaScript, or other programming languages) is preferred.
Ability to write or adapt basic SQL queries for reporting, reconciliation, or data validation.
Experience working with APIs to retrieve, transform, or exchange collection or digital asset data between systems.
Experience working with Crystal Reports or comparable reporting tools.

Responsibilities

Manages post-imaging tasks, including workflows for centralized department efforts and grant-funded projects.
Contributes technical expertise during planning phases for digitization initiatives, including defining deliverables and drafting technical components of grant proposals as part of cross-departmental writing teams.
Participates in planning, defining deliverables and writing technical sections for grant proposals as part of the writing teams.
Ensures consistency and accuracy in image naming conventions, file organization, and saving practices; monitors editing and cropping activities for compliance with standards.
Evaluates image clarity, color accuracy, and associated descriptive and technical metadata; performs reconciliation between image files and corresponding collection records.
Oversees the controlled movement of digital image files from capture through processing, storage, and online or in‑gallery presentation, including placement within appropriate server or storage environments for reliable retrieval.
Reviews, tracks, and reports on digitization progress, workflow status, and project output.
Administers the museum’s digital asset and collections-related systems at an operational level, including system configuration, routine maintenance, upgrades, reporting, user access, and internal training.
Oversees the flow of data and media between systems used for collections documentation, internal discovery, and public presentation, ensuring consistency and alignment across platforms.
Participates in planning, testing, and evaluating activities for system enhancement or new development.
Serves as primary point of contact between the department and IT for matters related to system reliability, performance, storage, integrations, and backup awareness.
Creates and maintains documentation for administrative procedures, standard workflows, and staff interfaces.
Performs other duties as assigned.