Job Posting: Collections Information Specialist, Princeton University Art Museum, NJ

The Collections Information Specialist has primary responsibility for two main functions in the Information and Technologies department of the Art Museum. 1) Managing digital images of artwork in the Museums Digital Asset Management system, for delivery to multiple endpoints, and 2) providing expert data management support for collections and exhibitions data, utilizing SQL Server scripts and Crystal Reports.

This is a fulltime term position from 7/18/2016 to 6/30/2020 with a complete benefits package and the possibility of renewal.

The Collections Information division of the Information and Technologies department is a team of six museum information professionals engaged in a five-year collections cataloguing and access project. We are responsible for managing collections and exhibitions information, supporting all museum staff in the use of central information repositories (The Museum System for Collections/Exhibition information and Extensis Portfolio for Digital Asset Management,) and delivering collections and exhibitions information to multiple endpoints including the Museum website, mobile tours, exhibition microsites, print publications and social media.

The Collections Information Specialist reports to the Manager of Collections Information.

The Collections Information Specialist:
– Manages art images in DAMS and linking images of works of art to TMS
– Maps descriptive metadata from TMS to DAMS
– Is responsible for batch uploading of object information into TMS in support of new acquisitions and exhibitions.
– Is actively involved in extracting data from central systems for delivery to multiple endpoints
– Takes a leadership role in developing custom report solutions to support all Museum workflows, working closely with Registrars, Curators, Preparators, and Marketing staff.
– Holds primary responsibility for creating new views and tables from TMS data to populate Museum online collections features.
– Other duties as required.

Essential Qualifications

– Demonstrable expertise in SQL Server scripting.
– Expertise in museum and library data standards
– Bachelor’s degree in Museum studies, Information science, Computer science or related field with proven interest in cultural heritage data management
– Excellent communication skills, both written and verbal
– Ability to work autonomously yet also as integral part of a close-knit team.
– SQL Server, Adobe Photoshop, Microsoft Office Applications, MySQL

The final candidate will be required to complete a background check successfully.

Preferred Qualifications
Preferred Qualifications:

– 2 years’ experience working with Museum Collections Information systems and Museum data
– Understanding of data formats and ontologies: Json, Xml, CIDOC-crm, IIIF, Javascript, Python, Drupal, PHP, Capture One, DAMs, Crystal Reports

More information and application:

Internship Opportunity: Summer Intern, Guggenheim, NYC

Archives Internship at the Guggenheim Museum Archives

Summer 2016

The Guggenheim Museum Archives seeks a current or recent MLS graduate student for its Summer 2016 internship. This internship is full-time beginning on June 1 and ending on August 12.

Responsibilities may include:

  • Arrange and rehouse collection materials and apply basic preservation methods as necessary under supervision.
  • Prepare descriptive inventory and finding aid information including box and folder lists in ArchivesSpace.
  • Assist with digitization and metadata entry according to established procedures.
  • Work with staff to establish and carry out Records Management workflow and procedures
  • Contribute content for monthly newsletter and Findings blog.
  • Assist with onsite research appointments and other duties as assigned.


  • Current or recent Masters of Library Science student with a specialization in archives
  • Knowledge of basic archival principles of processing, arranging and describing collections
  • Familiarity with ArchivesSpace, EAD, and XML desired
  • Experience or coursework in Records Management preferred
  • Knowledge of modern and contemporary art a plus


Established in 1973, the Solomon R. Guggenheim Museum Archives exists to collect, preserve, and provide access to all historical documentation of the Solomon R. Guggenheim Foundation (SRGF) and the records related to the history and activities of the Solomon R. Guggenheim Museum (SRGM) for the purpose of administrative support and historical research. The Archives traces the development of Solomon R. Guggenheim’s private collection and SRGF and actively collects materials on the history of SRGM in New York from its inception in 1939 as the Museum of Non-Objective Painting on East 54th Street, to the present as the Solomon R. Guggenheim Museum on 1071 Fifth Avenue.

If interested, please send a resume, cover letter, and two (2) references to:

Tali Han

Assistant Archivist

Solomon R. Guggenheim Museum

Job Posting: Museum Specialist (Art), National Gallery of Art, Washington DC



  • Facilitates external and internal requests for NGA collection images. Provides general support for the NGA images Web site, and coordinates related internal work order requests.
  • Organizing and maintaining storage files for physical photographic materials including examining condition of, re-labeling and re-filing returned photographic images as required.
  • Performs data entry related to the fulfillment of image requests in the NGA images back-office application, the DIVS work order system and other applications. Data entry includes recording client information, order charges, payment details, object and other information. The incumbent acts in the roles of production assistant and performs the functions of asset discovery and delivery of work orders. Reviews NGA collection loan requests and ascertains status of image availability using the software applications Extensis Portfolio and TMS.
  • Maintains necessary levels of technical knowledge, produces highly accurate work within deadlines and maintains collegial relations with supervisors, co-workers and staff.
  • Responds to requests for images via e-mail, telephone, fax and other means. Provides operational assistance for the use of the NGA Images website.
  • Advanced skills are required in the NGA Images software applications – the public facing website and back-office Capture Office Online. This includes demonstrated skill in the use of the applications to enter, update and validate data.


Candidates must meet the Qualification Standards Handbook requirements for the GS-1016-9.
This requires at least one year of specialized experience equivalent to the GS-7 level in the Federal service. For this position, specialized experience is at least one year of experience, equivalent in responsibility to the GS-7 level in the Federal service, coordinating image and permission requests for a cultural heritage institution.

Your application and resume must demonstrate that you possess the following knowledge, skills and abilities (KSAs). Do not provide a separate narrative written statement. Rather, you must show in your résumé how your past work experience demonstrates that you possess the KSAs identified below. If asked to do so, cite specific examples of employment or experience contained in your resume and describe how this experience has prepared you to successfully perform the duties of this position. DO NOT write “see resume” in your application!

1. Knowledge of the history of western art, and art historical techniques, from the Renaissance to the present day

2. Knowledge of storage and filing methods for physical photographic materials

3. Ability to perform museum administrative functions, including advanced skills with Extensis Portfolio and TMS

4. Ability to communicate in writing, in English, with a wide variety of people

More information and application:

Job Posting: Digital Asset Librarian, Philadelphia Museum of Art, PA

Digital Asset Librarian

The Philadelphia Museum of Art is currently seeking a Digital Asset Librarian. Working under the general direction of the Arcadia Director of the Library and Archives, the Digital Asset Librarian will develop, implement, and sustain an institution-wide digital asset management system (DAMS), in close collaboration with the Information and Interpretive Technology (IIT) department. This position is responsible for all workflows associated with the DAMS from metadata standards, system maintenance, training and outreach initiatives, to supporting internal and public awareness, understanding, and use of the Museum’s digital media assets.

Job responsibilities include, but are not limited to, working with both individuals and departments to research, recommend, implement, develop and sustain a DAMS. The Digital Asset Librarian will collaborate with key stakeholders to codify and implement digital media asset metadata standards and workflows. In close partnership with IIT, he/she will select a system and plan system customizations, upgrades, integrations, testing, and maintenance; provide day-to-day and long-range administrative and strategic oversight of the DAMS. He/she will play a key role in vendor communications and management; lead user training and assist users with all aspects of the system; develop and maintain systems and product documentation and user workflows and policies.

Qualified applicants will have: a Master’s degree in Library Science or equivalent degree, with strong digital content, metadata, systems, and/or comparable focus; demonstrated experience in implementing an institution-wide DAMS, managing metadata, born-digital and digitized media assets; a general understanding of network operating systems, SQL and Web tools and applications, e.g., API, PHP; demonstrated experience with user support and services, collections management systems, web technologies; excellent interpersonal skills, with a focus on rapport-building, listening and questioning skills, and a demonstrated ability to interact well with both technical and non-technical colleagues, system vendors and general users; excellent organizational, follow-through and communication skills, including training, writing procedures and documentation; proven ability to multi-task, adhere to project timelines, work under pressure, and quickly make difficult decisions; proven ability and commitment to working independently, yet collaboratively and pan-institutionally.

To apply, please submit a cover letter and resume with your application.

Internship Opportunity: Library Intern, Nelson-Atkins Museum of Art, Kansas City, MO

Library Intern 2016 – Artist Files Initiative
This unpaid internship opportunity is open to students enrolled in an undergraduate or graduate program wishing to experience working in an art library through this summer internship.
Project Goal
Work with staff liaisons to continue work organizing a collection of artist file materials in preparation for cataloging, integrating this collection into the Spencer Art Reference Library, so that these unique resources will be accessible to researchers.
The Artists’ File Initiative is a library project documenting the careers of visual artists contributing to Kansas City’s creative community.
The artists’ files are an important resource used by scholars, artists, artwork owners and anyone interested in learning more about the thriving arts community in this region.  Each unique file is co-curated with an art librarian and may include a variety of information ranging from gallery announcements, artist statements, exhibitions reviews and resumes. In addition to these artist files that library also has a large number of materials donated as sets for the Artist File Initiative.  They will need to be physically processed, repackaged, labeled and filed.
Primary Staff Partners
Tracey Boswell, Catalog/Reference Librarian, Spencer Art Reference Library
Amelia Nelson, Public Services Librarian, Spencer Art Reference Library
Preferred Schedule
Summer 2016
Monday – Friday
10 am – 4 pm
  • Successful intern will be interested in learning about art libraries and their role supporting scholarship in the museum and in the community
  • Enjoy detailed work
  • Although reviewing materials in this collection may be repetitive, each item requires special consideration. The ideal intern will enjoy precise work that requires both personal judgment and close collaboration with library staff.
  • Intern will need to be able to work within an Excel spreadsheet
  • Basic computer skills necessary
  • Seek guidance as necessary
Physical Requirements
  • Sit for extended periods of time
  • Hand/eye coordination
  • Lift books and push book carts
  • Walk to and from shelving, computers and printer in library’s processing area

More information and application:

Job Posting: Librarian, Victoria & Albert Museum, London

£ 26137 – 31414 – Per Annum Full-time – (36 hours per week)

The V&A is the world’s leading museum of art and design. We enrich people’s lives by promoting the practice of design and increasing knowledge, understanding and enjoyment of the designed world.

The National Art Library at the V&A is Britain’s foremost public research and reference library on art and design, historical and contemporary. The NAL is also a key resource for the staff of the V&A, and is the Museum’s curatorial department for the art and design of the book and publishing.

We are seeking a Librarian to join the NAL Collections team, which is responsible for developing and documenting the Library’s collections and information resources. You will be an expert cataloguer with experience of modern library systems and standards, and with a demonstrable interest in art and design subjects and resources. You will be a results-orientated individual, and able to motivate others. You will be a confident communicator at all levels, and committed to participating directly in information services to the public.

Closing date: 13 November 2015


Job Posting: Assistant Librarian, The Menil Collection, Houston TX

Assistant Librarian – The Menil Collection, Houston, TX

General Responsibilities:

The Assistant Librarian manages the cataloging and physical processing of the Menil Library collection, maintains and administers the integrated library system and is responsible for maintenance of the stacks. The position also handles incoming and outgoing inter-library loans and works with the Head Librarian on all aspects of the running of the library, as well as working collaboratively with other museum staff and departments on research and other projects.

Specific Duties:

  1. Catalog all acquisitions and selected archival materials in the library’s integrated library system.
  2. Maintain authority control in the online public access catalog.
  3.  Shelve and file library materials including books and vertical file materials.
  4. Produce a monthly new title list of all library acquisitions and other reports.
  5. Maintain library circulations records.
  6. Perform periodic inventories of the library books and periodical collections.
  7. Process, check in, and catalog serials.
  8. Manage both incoming and outgoing interlibrary loan requests.
  9. Supervise volunteers responsible for shelving and clerical duties.
  10. Provide research and reference services to museum staff and outside researchers.
  11. Aid in development and implementation of digital projects.


  1. ALA accredited Master’s Degree in Library and Information Science.
  2. Knowledge of library cataloging standards (RDA, MaRC, AACR, etc.).
  3. Experience with integrated library systems and database management.
  4. Experience with digitization and non-bibliographic metadata standards.
  5. Ability to lift 30 lbs.
  6. Knowledge of art museum practices.
  7. Knowledge of a modern European language (German or French preferred).
  8. Bachelor’s degree in Art or Art History highly preferred.

To apply, please send resume, cover letter, and salary expectation to: Director of Human Resources, the Menil Collection, 1511 Branard Street, Houston, Texas 77006. Application materials may also be emailed to:

Job Posting: Museum Specialist (Art), Photo Archives, Research and Scholars Center of the Smithsonian American Art Museum, Washington, DC


  • Develops and implements policies and procedures for acquiring and maintaining study photographs and special collections materials.
  • Oversees processing, collection care and preservation activities.
  • Conducts research to verify historical information, attributions and provenance.
  • Performs original descriptive cataloging and creates finding aids for the archival holdings and enters information into automated databases.
  • Manages digitization program for the archives.
  • Oversees reference activities and helps publicize the collections.
  • Coordinates rights and reproduction queries for the archives.