Collections Information User Support Specialist


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Schedule: Full Time, 35 hours/week, approximately 3 days working onsite

Reporting to the Collections Information Manager, the Collections Information User Support Specialist has a key role in the successful use and development of the museum’s Collections Management System (CMS) by staff across the museum, in ways that are in alignment with the museum’s strategic priorities and goals of the Archives and Art Resources (AAR) department and the Collections, Exhibitions and Design (CED) division.

The position supports long term access to information related to artworks, artists, and museum programs. The Specialist proactively and consistently consults with staff about their needs and experiences using the CMS, develops and maintains relationships with system users, provides customized one-on-one and group support, and creates user-facing learning resources. Their close understanding of end user needs informs system design improvements led by the Collections Information Manager and Director of Archives and Art Resources. Their close understanding of the CMS system informs collaborative problem solving with users to optimize their efficient and effective use of the system in cross departmental workflows. The Specialist also supports users by creating complex data queries and designing reports for users’ daily work and special projects. They work hands-on with content by directly contributing, reviewing, organizing and disseminating information, by helping staff contribute information according to institutional standards, and by tracking collective decision making about changes to institutional standards.

While primarily focused on the CMS, the Specialist works with the Digital Asset Management team to coordinate and align user support for the CMS and DAMS. Working collaboratively with colleagues across CED, Curatorial, Information Technology, Marketing + Communications, Education and Community Engagement, and Visitor Experience, the Specialist assists in realizing museum-wide benefits, use, continued development, and stewardship of the CMS.


Team Participation

  • Encourages and contributes to an inclusive, rewarding, and inspiring workplace, where innovation, discovery, and constant learning cultivate a deep sense of belonging and shared responsibility within the AAR team.

  • Shares in fostering a culture of safety, inclusivity, and equity.

  • Works in a healthy and flexible style, and models empathy and understanding.

  • Participates in nurturing collaboration and partnership across teams with fluid communication and respect for diverse expertise essential to an art museum.

  • Demonstrates a commitment to the museum’s strategic focus of making programming that engages visitors and inspires individuals to return and recommend the museum to their family and friends.

  • Represents the museum at the local, national, and international levels.

  • Participates in professional networks, workshops, and programs to stay current with relevant practices, methods, and technologies, as well adding new skills to share with the department.

Ongoing User Support and Training

  • Maintains primary responsibility for user support and training for the CMS, which includes regular proactive check-ins and relationship building with users, scheduled trainings, customized one-on-one and group support based on ongoing needs for creating and using collection information, and regular drop-in clinics with users.

  • Assesses and documents user needs based on feedback from users, observations of user practices and experience, and system usage data.

  • Assesses system architecture in relation to user needs and feature requests, to inform decisions by the Collections Information Manager and Director of Archives and Art Resources about architectural changes that best meet both collective and unique user needs.

  • Creates and maintains user-facing learning resources in written, visual, and video formats.

  • Maintains and updates centralized user-facing documentation of field definitions and institutional standards, including ongoing user-led cataloging decisions, related to the system.

  • Provides education and expertise about professional and institutional best practices regarding collections information management, including metadata schemas, structuring data, file naming conventions, data modeling, thesauri, taxonomies, and mitigating risks to sustaining long-term access.

  • Advises users on creating and modifying collections information in the CMS.

  • Troubleshoots application and database issues reported by users.

  • Advocates with the CMS vendor on behalf of users.

  • Facilitates museum-wide use of the CMS through collaborating with departments not yet fully utilizing the system.

Advanced Reporting and Data Retrieval Support

  • Creates and executes complex queries using MySQL to produce results not available to users via user interface.

  • Designs reports using complex scripting to join tables and select data related to artworks, artists, and museum programs.

  • Designs efficient methods for answering common questions related to the museum’s collections.

  • Compiles and disseminates statistics related to the museum’s collections and programs, including but not limited to artist identity information and the Director’s Office annual dashboard related to accessions and exhibitions.

Content Contribution and Quality Assurance

  • Provides assistance to staff by researching and contributing information about artworks, artists, and museum programs to the CMS as needed for time sensitive projects.

  • Conducts quality assurance on collection information, reviewing and enhancing contributions to the CMS for usefulness, completeness, accuracy, consistency, and formatting in alignment with institutional standards.

  • Works collaboratively with system users to ensure their consistent implementation of the most current institutional standards for description, access, use, and preservation of collections information.

  • Master’s degree in Library and Information Science or equivalent skills and experience.

  • At least three (3) years’ experience working with collections management systems.

  • At least one (1) year’s experience providing user instruction and support.

  • Experience with best practices for metadata and information management.

  • Proficiency with SQL.

  • Advanced skills working with spreadsheets a plus.

  • Experience with Qi CMS and/or NetXposure DAMS a plus.

  • Excellent interpersonal, customer service, and communication skills.

  • Demonstrated commitment to principles of diversity, equity, inclusion, accessibility, and sustainability in the arts sector.

  • Knowledge of modern and contemporary art and museum purposes, organization, and programs preferred.

  • Knowledge of collections and exhibitions management methods and conservation practices preferred.

  • Ability to maintain high levels of care, accuracy, and organization in a busy environment with challenging and often simultaneous deadlines.

  • Ability to work well independently, collaboratively, and proactively with staff at all levels, software vendors, consultants, and outside entities.

  • Strong initiative and follow-through skills.

  • Proficiency with Microsoft applications (Outlook, Teams, Word, Excel, PowerPoint, etc.) and Asana or other project management software platforms.

  • Ability to quickly master new tools and platforms as technologies evolve.

  • Ability to maintain detailed, accurate, and organized records.

How to Apply

To learn more about this opportunity and to apply, please click on the provided link.

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Posted on February 26