Collections Database Administrator at the Andy Warhol Museum – Pittsburgh, PA

The Warhol is one of the four Carnegie Museums of Pittsburgh, and a collaborative project between Carnegie Institute, Dia Art Foundation, and The Andy Warhol Foundation for the Visual Arts, Inc. Plans to house The Warhol in Pittsburgh were announced in 1989, and the museum opened its doors during a 24-hour celebration on May13, 1994. Originally built in 1911 as a distribution center for products sold to mills and mines, The Warhol was redesigned by architect Richard Gluckman and features seven floors of gallery and exhibition space as well as an underground level that houses The Factory education studio and the conservation lab.

Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

The COLLECTIONS DATABASE ADMINISTRATOR manages the usage and maintenance of the databases of information and images for the permanent collection, loans, and temporary exhibitions. Trains and assists users; maintains standards, policies, and documentation for data entry procedures; enters and retrieves data; performs periodic testing to ensure the integrity of data; and acts as a liaison with and among various AWM departments, Carnegie Museums of Pittsburgh’s centralized IT department, the collections management system vendor, and the digital asset management system’s vendor to ensure that the systems function efficiently and effectively and are coordinated with IT’s overall database efforts.

This is a Full-Time position.

Please submit your resume, along with a cover letter detailing your interest and qualifications for this opportunity.  The Applicant Tracking System (ATS) DOES NOT allow for more than one document to be uploaded, so the resume AND cover letter must be saved as a single file before uploading.  If you are unable to complete the upload of the file, email the cover letter to

EDUCATION AND EXPERIENCE: The position requires a bachelor’s degree, excellent computer skills, and at least two years of experience using or managing collections management systems and/or digital asset management systems. Two years of previous experience in a museum, library, archive or comparable organization is required. Specific knowledge of TMS, NetX and Crystal Reports is highly desirable.

KNOWLEDGE, SKILLS, AND ABILITIES: The collections database administrator should be knowledgeable about best practices and standards in collections documentation, with some background in art/art history. Must have strong planning and organizational skills; be a good problem solver; and have the ability to communicate with and resolve competing demands from multiple constituents. Accuracy and attention to detail is essential. Should be equally adept at working independently and in a team-oriented environment, including maintaining collegial relationships with individuals from different backgrounds and levels of expertise.

PHYSICAL REQUIREMENTS: Work is primarily sedentary in nature, requires extensive use of personal computer to review and edit data.

 – PROVIDE APPLICATION SUPPORT – Provides application support for the collections management database (TMS) and digital asset management system (NetX) of information and images of all objects on loan to and owned by AWM. Creates and maintains user accounts and security settings, responds to user inquiries, and troubleshoots problems related to the use of TMS and NetX;
– MANAGE CONSERVATION STUDIO – Manages Conservation Studio, a component of TMS. Creates data entry forms, sets configurations, and works with registration staff on expanding usage of new features. Develops training manuals and documents data entry standards;
– LIAISON BETWEEN IT AND VENDORS – Serves as the museum’s principal liaison with CMP’s central IT department and with the database vendors regarding the museum’s needs, including database customization and periodic software updates. Oversees database maintenance tasks. Works in tandem with the IT department to ensure that efforts are coordinated with IT’s overall database efforts;
– MAINTAINS DIGITAL ASSETS – Works with the IT department on planning for long-term storage, organization and preservation of digital assets. Collaborates with Rights Manager on policies for digitization and access of digital assets;
– CREATES CUSTOM REPORTS – Uses Crystal Reports to modify existing reports and develop new reports for both TMS and Conservation Studio;
– MAINTAINS DATA INTEGRITY – Monitors and maintains standards, policies, and documentation as defined by the director of collections and registration and the manager of rights and digital collections to ensure consistent entry and appropriate use of the databases museum-wide. Performs periodic testing to ensure compliance with these policies and procedures and helps ensure the integrity of the information. Reviews usage of controlled vocabularies and develops and implements strategies for data cleanup as needed, in consultation with collections staff. Updates, corrects, and enters data as instructed by supervisor;
– MANAGES CUSTOMER NEEDS – Serves as the liaison with other AWM departments on issues and projects relating to the use of the databases. Assesses users’ needs, determines priorities with input from the director of collections and registration and others as needed, and communicates with users regarding priorities and progress;
– IMPROVES USAGE OF DATABASES – Advocates for the effective use of the databases by training users as needed, maintaining and updating training materials, and introducing new features to staff. Recommends and implements improvements to the databases to improve efficiency and effectiveness;
– WORKS TOWARD EXPANDED ACCESS – Collaborates with the manager of digital engagement to make collections information available to external audiences across various platforms. Contributes to developing a plan for providing online access to the museum’s collection records. Assists with preparation of data for public access;
– STAYS CURRENT – Keeps up-to-date on best practices in database administration. Maintains beneficial relationships with peers in comparable institutions. Participates in professional development opportunities;

Undertakes other projects at the direction of the director of collections and registration.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:

  • Pennsylvania Child Abuse History Clearance
  • Pennsylvania State Police Criminal Record Check
  • FBI Fingerprint Criminal Background Check

Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.

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