Collections Database Administrator

at The Andy Warhol Museum (view profile)
Location Pittsburgh, Pennsylvania
Date Posted January 31, 2019
Category Non-Profit
Job Type Full-time
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The COLLECTIONS DATABASE ADMINISTRATOR manages the systems and associated databases of information and images for the permanent collection, loans, and temporary exhibitions, and incorporates peripheral assets such as audio tours, educational didactics, and web/app content into those systems. Trains and assists users; establishes and maintains standards, policies, and documentation; enters data and provides reports; 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 is coordinated with IT’s overall database efforts.

This is a Full-Time position.


- Requires a bachelor’s degree, excellent computer skills, and at least two years of experience with collections management systems and digital asset management systems;

- Requires previous experience in a museum, library, archive or comparable organization;
- Requires working knowledge of data architectures and metadata standards, particularly SQL and XML;
- Specific knowledge of TMS, NetX and Crystal Reports is highly desirable;

- Familiarity with Java or other object-oriented programming language preferred.

- Knowledgeable about best practices and standards in collections management and registration, 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 and other internal users to ensure an effective interface with the databases to make collections information available to external audiences across various platforms. Contribute to the development and/or implementation of an API. Develop 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.




The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job  with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional  guidance on essential functions  follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources.


  1. Is the function required to be performed on a regular basis? If the function  is rarely performed, it may not be essential.


  1. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function.


  1. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential.


  1. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis.


  1. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential.


  1. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.


  1. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.
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