Job Posting: Collections Database Manager, Isabella Stewart Gardner Museum, Boston, MA


The Gardner Museum is in an exciting digital phase that is focusing on providing comprehensive digital services and data asset management across the Museum including online and onsite digital interpretation experiences, data management and CRM. The Museum is now about to embark on a number of key strategic projects including a new Museum website, a major Access to Collections digitization project funded through a grant from the National Endowment for Humanities (NEH), and the development of new digital interpretation tools to enhance the onsite visitor experience.

In a newly created position, the Gardner Museum is seeking a highly qualified Collections Database Manager, a foundational position that will play a critical role in establishing an authoritative center for digital asset management across the Museum. This position is funded for a period of three years, with the potential for the position to be extended.

The Collections Database Manager will work in close collaboration with key stakeholder departments across the Museum to deliver on the priority NEH Access to the Collections digitization project. This includes performing photography post-process activities as well as digital file management, thus enabling newly formed digital assets to be ingested into the established workflows. The incumbent will organize and manage digital assets for the NEH grant and related core collection data, adhering to digital best practice standards with regard to cultural heritage. The NEH digitization project is part of a cross-departmental project building upon achievements and contributions from a variety of stakeholders including Registration, Curatorial, Archives, Conservation and Digital departments. The successful applicant is a team player with strong communication and collaboration skills, is highly detail-oriented, and offers expertise and support for this complex project.

Database Management

  • Manages Collections Database (EmbARK by Gallery Systems) including administration of user accounts, training, user support, access and authorities, and customizations in consultation with Access to Collection Project team members as applicable
  • Promotes best practice policies, participates in establishing protocols and workflows, institutional standards, authority controls and documentation as needed
  • Oversees data entry, database user manuals, style guides, documentation
  • Maintains data records and data integrity across database systems
  • Implements and maintains database integrations with application programing interfaces (API) between EmbARK, the DAM, and other systems
  • Oversees integration and file mapping of orphaned and/or non-authority databases and records into EmbARK
  • Troubleshoots and supports EmbARK’s Web Kiosk (web publishing software), working closely with project teams as required
  • Interfaces with EmbARK technical support at Gallery Systems

Digital Data Management

Works in close collaboration with Collections Photographer and Photography Project Team on photography post-processing and archiving activities. This includes file editing in Adobe Softwares, keying in metadata, creating and preparing derivative files, creating and running scripts for bulk processing.


  • Minimum three to five years professional employment in Database administration, Information Science, Digital Preservation or related fields
  • A Master’s degree in Information Science, Library Science, Museum Studies or related fields is required. B.A. in Art History or related disciplines preferred

Essential Skills

  • Must have excellent organizational and communication skills, and be detail oriented
  • Ability to work collaboratively towards shared goals and understanding with key stakeholders across museum departments including non-technical staff
  • Ability to work independently prioritizing tasks, setting deadlines, and meeting targets
  • Ability to follow explicit institutional workflows
  • Familiarity with application programing interfaces (API’s) for dissemination of data

Desired Skills

  • Familiarity with HTML
  • Ability to advise on XML scripts, versioning data for advanced website utilization
  • Preferred candidate will have base knowledge of Adobe software suite
  • Preference will be given to candidates with demonstrated skills in visual literacy

To Apply

Join our dedicated, talented team of employees, interns and volunteers, who are passionate about the work they do to support the Museum’s mission. To apply for this position, please use the Museum’s online application system; this is our preferred application method. Both a cover letter and resume are required.

The Gardner Museum is committed to affording equal opportunities to qualified individuals regardless of race, color, religion, national origin, sex, age, disabilities, marital status or sexual orientation. Candidates of color are strongly encouraged to apply.

We receive many resumes and kindly request that you do not call to inquire about the status of your application. Those candidates chosen for interviews will be contacted.

Full post:

Leave a Reply

Your email address will not be published. Required fields are marked *