Job Opportunity: Digital Collections Manager, The University of Chicago


2120155 Visual Resource Center

About the Unit

The Visual Resources Center provides responsive support to the Department of Art History and to the Humanities Division through the expert provision and development of high-quality visual resources for teaching and research. The Visual Resources Center seeks a knowledgeable, detail-oriented, and energetic individual committed to user-centered services to perform the various following duties. Under the supervision of the Associate Director of the Visual Resources Center (VRC), the Digital Collections Manager (DCM) helps catalog, maintain, and administer digital collections for teaching and research and provides professional, relevant, and effective outreach and support for scholarship to faculty, students, and other members of the University community. The ideal candidate thrives in a fast-paced environment, provides excellent customer service, can handle multiple processes and workflows simultaneously, and can meet deadlines without sacrificing attention to detail.

Job Family

LibraryResponsible for campus library, including general administration, information services, technical services, media and audio/visual services, access services, library information systems, documents, and library special collections.

Career Track and Job Level

Library Access ServicesManages the operation and provision of access services for a library and serves as a library resource.P1: Performs routine assignments in the entry level to a professional job progression. Typically requires a college or university degree or the equivalent work experience that provides knowledge and exposure to fundamental theories, principles and concepts. Develops competence by performing structured work assignments. Uses existing procedures to solve routine or standard problems. Receives instruction, guidance and direction from others.

Role Impact

Individual Contributor


The job performs a broad range of operational business activities in the operation and provision of access services for a library and serves as a library resource.1) Has general awareness on matters relating to a specific library section. Collaborates with senior management to develop guidelines, policies, and procedures., 2) Participates in large scale library projects. Consults with management to set goals for the section. Assists with decisions that have an impact on controlling costs, planning, and procedural changes., 3) Maintains changes in systems and software that support effective provision of library services. Facilitates communication about changes in policies and procedures to library patrons and staff., 4) Maintains section communications, which include development and oversight of the section’s web site. May represent the section on library or external working groups and committees., 5) Performs other related work as needed.

Unit-Specific Responsibilities

The following responsibilities represent 50% of the work performed.

1) Create authority-based, original image catalog records in relational database with a user-oriented perspective
2) Implement and maintain metadata and content standards in image catalog and image archive
3) Perform quality control for all records in multiple image databases, including publicly available collections as well as the VRC’s primary, password-protected teaching collection
4) Research and acquire material to fill image orders and develop the VRC’s collections to support current curricular needs and research interests
5) Assist in training and supervising the VRC’s part-time student cataloging staff

The following responsibilities represent 30% of the work performed.
6) Maintain digital archive and digital collections in LUNA database in collaboration with Associate Director
7) Assist with digital collection management workflows for scanners and digital copy stand photography to ensure efficient and accurate processes and timely delivery of images to faculty and students
8) Participate in ongoing dialogue with users to maintain high usability standards for all VRC collections
9) Maintain, troubleshoot, and perform quality-control for digital files, delivery systems, and imaging technology in the VRC’s Digitization Lab
10) Keep accurate administrative records
11) Assist in training and supervising the VRC’s part-time student digitization staff

The following responsibilities represent 20% of the work performed.
12) Maintain the VRC’s website and social media profiles on Facebook and Twitter
13) Promote awareness of VRC services, digitization equipment, projects, and resources via social media outlets and the VRC website
14) In collaboration with VRC Associate Director, help develop and deliver specialized training for digital media and related technology to faculty, students, and staff, in groups and individually, including student employee training sessions, new student orientation sessions, classroom instruction sessions, online tutorials, reference guides, and individual reference appointments
15) Provide specialized support to Art History faculty and students with imaging needs related to presentations and/or publications
16) Triage basic tech problems for faculty, staff, and students and communicate complex technical details clearly
17) Assist with classroom equipment training for instructors; troubleshoot basic classroom AV issues

Unit-Preferred Competencies

1) Working or educational knowledge of visual image cataloging procedures and practices
2) Working or educational knowledge of library discovery systems such as Artstor, LUNA, and faceted search engines
3) Demonstration of strong organizational, problem-solving, and analytical skills with excellent attention to detail and a high level of accuracy
4) Ability to take initiative, solve problems, multi-task, and flexibly prioritize work effectively to meet shifting deadlines
5) Excellent interpersonal skills and oral and written communication skills
6) Build collaborative relationships with colleagues, faculty, staff, and students
7) Demonstrated ability to work well both autonomously and collaboratively in a rapidly changing and dynamic production environment
8) Familiarity with the field of art history
9) Demonstrated ability to conduct basic research on artists, artworks, movements, etc. 
10) Ability to lift up to 25 lbs.
11) Occasional meetings outside the Cochrane-Woods Art Center but within the greater campus area
12) Reading knowledge of French, German, and/or other foreign languages
13) Knowledge of digital humanities and emerging technologies
14) Working knowledge of image copyright
15) Familiarity with the University and City of Chicago

Education, Experience, and Certifications

Minimum requirements include a college or university degree in related field.Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Unit-Preferred Qualifications


1) Master’s degree in Library or Information Science, Art History or the Arts.


1) 2 years of work experience.
2) 1 year of experience in digital image collections in an academic, museum, library, or analogous work environment.
3) Library instruction and/or outreach experience.
4) Experience in Library or Information Science, Art History or the Arts.

Technical Knowledge or Skills 

1) Working or educational knowledge of the VRA Core 4 metadata schema, national cataloging standards, and controlled vocabularies.
2) Working or educational knowledge of digitization best practices, including digital photography.
3) Strong knowledge of a range of equipment and software related to digital imaging and color-management technologies (e.g. imaging, editing, photography, Photoshop, OCR, etc.).
4) Working knowledge of web content management, digital collections platforms, and learning management systems (e.g. WordPress, LUNA, and Canvas).
5) Strong computer skills with the ability to operate a Mac operating system with proficiency in word processing, relational databases such as FileMaker Pro or Access, and presentation applications such as PowerPoint or Keynote.

Required Documents 

1) Letter of Interest in this Position
2) Resume
3) Reference Contact List
4) Please provide a response to the 2 items which follow:
a.    Describe an image cataloging or digitization project you have worked on. Discuss your role on the project and/or within the project team, how you approached managing the project scope and workflow, what resources you used, any technical problems you encountered, and any collaborative relationships that took place. What, if anything, would you do differently in the future? 
b.    Discuss a public service challenge you have faced, how you handled the situation, and what, if anything, you would do differently in the future. 

NOTE:  When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

To Apply:–VRC_JR06571

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