Collections Information and Database Manager

Job Description

Job Description

ABOUT THE ROLE

The Collections Information and Database Manager leads the administration, maintenance, and optimization of SAM’s collections management system, The Museum System (TMS). This position ensures TMS integrates seamlessly with departmental workflows and institutional priorities, while also supporting cross-departmental access, data integrity, and public access through eMuseum.

The role collaborates with Registration, Conservation, Curatorial, and Technology colleagues to set data standards, develop best practices, and improve overall usability of the system. It also serves as liaison to Gallery Systems, co-administers technical needs, and manages database enhancements, upgrades, and migrations.

Key Responsibilities

Oversee the daily administration and operation of TMS, including user accounts, permissions, and data hierarchies.

Serve as primary liaison to Gallery Systems and work with Technology to troubleshoot technical issues, manage security, and plan / executed upgrades, patches, and migrations.

Develop and maintain data entry standards, tools, and documentation to ensure consistency and accuracy.

Train and onboard staff in TMS use; provide ongoing support to staff across departments.

Conduct regular data hygiene checks and implement corrective actions using tools such as Audit Trail, Alerts, Crystal Reports, and SQL.

Write SQL queries, scripts, and batch updates; design custom reports and workflows to support collections management and strategic initiatives.

Create and manage custom TMS forms, alerts, list views, and Crystal Reports.

Integrate controlled vocabularies (Getty Vocabularies, Linked Open Data) and ensure consistent terminology.

Support public access to collections by managing eMuseum integration and collaborating with Technology to ensure accurate data mapping.

Partner with Registration leadership on long-term digital strategy, data migration, and optimization of digital workflows.

Represent SAM in the TMS / museum database user community through professional forums and conferences.

FSLA STATUS : Full Time, Exempt

REPORTS TO : Director of Registration

COMPENSATION :  $85,000-$95,000

WORK SCHEDULE

This role is typically scheduled to business hours Monday – Friday. However, the needs of this role may require occasional flexibility in support of departmental or organizational projects. Please connect with your Recruiter or Manager for more information about SAM’s current hybrid work policy and expectations. SAM’s hybrid work policy is subject to change.

BENEFITS

Benefits include a fully employer-paid HMP medical plan or an employee contribution PPO plan, dental, vision, and basic life insurance / LTD / AD&D, Flexible Spending Account, Short Term Disability, Supplemental Dental Insurance, and participation in SAM’s 403(b) retirement plan.

Following 1 year of service and 1,000 hours worked, SAM makes a discretionary 3% employer contribution regardless of participation and provides an employer match program. Historically, this contribution has been made annually.

Additional benefits include paid time off for vacation, PSST, bereavement leave, and jury duty, 11 scheduled holidays, 1 paid floating holiday, a subsidized unlimited ORCA card, onsite fitness facility, and an EAP. FT staff also receive a Patron level membership to SAM, a Tier III membership to the American Alliance of Museums, and discounts to the museum shop and programming.

ABOUT SAM

Seattle Art Museum’s vision is to be the museum for all of Seattle—a bold, dynamic hub of creativity, belonging, and cultural leadership, shaping the future of art and community.  To create a welcoming community where people find inspiration and discover our common humanity through exceptional art and dynamic, engaging programs. Art is always at the start and heart of what we do. Collecting, conserving, and displaying extraordinary works of art is the governing motivation of our museum. So too is fostering a vigorous exchange of ideas while cultivating connection with the broad array of communities we serve.

As the leading visual arts institution in the Pacific Northwest, SAM shares its global connections, powerful exhibitions, and dynamic programs to engage, educate, and inspire. SAM is a vibrant, three-site organization that is supported by 365 employees, 10 executive leaders, and more than 200 volunteers.

WE ARE LOOKING FOR Required Qualifications

3–5 years of experience managing a museum collections information system, with demonstrated growth and innovation.

Proven ability to design and implement processes that improve efficiency, accessibility, and data quality.

Strong understanding of database structures, nomenclature, and data integrity standards.

Experience with Crystal Reports and SQL for reporting, queries, and updates.

Excellent organizational skills, ability to manage multiple projects, and strong attention to detail.

Professional written and verbal communication skills, with ability to tailor communication for different audiences.

Ability to train and support staff with varying technical skill levels.

Proficiency in Microsoft Office Suite, Zoom, Asana, Slack, and internet-based research.

Ability to pass and maintain a security background check clearance.

Preferred Qualifications

Bachelor’s degree in Computer Science, Art History, Studio Art, Museum Studies, or a related field.

Master’s degree in Library and Information Sciences or post-graduate coursework in a related discipline.

Experience with TMS or another major collections information system.

WORK CONDITIONS

Exposure : Work areas are primarily inside, in a climate-controlled environment with moderate background noise. Some work takes place in galleries, warehouses, and workshops with potential exposure to objects containing residues or materials requiring PPE (training and equipment provided).

Stationary Work : Approximately 60% of the time is spent at a desk, with the balance moving around work areas.

Communication : Clear and effective verbal and written communication in English is necessary.

Office Work : Regular use of computer, phone, and office machinery is required.

Lifting / Carrying : Ability to transport up to 50 pounds of equipment and supplies.

ACCOMMODATION

If you need assistance applying for a role due to a disability or additional need, please let us know at hr@seattleartmuseum.org.

The Seattle Art Museum will consider reasonable accommodations for all employees with disabilities to perform the essential functions / duties of this position. If you need an accommodation during the application or interview process, please contact hr@seattleartmuseum.org. For candidates, we ask that, if possible, you wait until you’re invited to a screen, online technical assessment, or interview before requesting an accommodation.

Celebrating difference . At Seattle Art Museum, our members, visitors, and local community come from all walks of life, and so do our employees, volunteers, and interns. The plurality of our identities and experiences strengthens our mission : connecting art to life. Our mission and vision call us to be responsive to a multitude of cultural contexts and lived experiences, and as such, our Strategic Plan directly addresses the role art plays in empowering and elevating social justice movements, and promoting structural change to further equity in our society. SAM is particularly dedicated to racial equity in the workplace, because we know that people of color are the most impacted when it comes to both historical and present inequities. We know that equity is not a single fixed destination, it’s ongoing reckoning. As SAM continually strives to be a more inclusive and equitable workplace, we are particularly interested in engaging with those who have been historically underrepresented in the museum field. We are dedicated to building a diverse workplace, and a sense of belonging for each and every employee, because we know our organization is at its best when we celebrate difference.

SAM is an equal opportunity employer . We are an equal opportunity employer, and consider qualified applicants for employment without regard to race, color, creed, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), marital status, ancestry, sensory, physical, or mental disability, genetic information, military or veteran status, gender identity or expression, sexual orientation, citizenship or immigration status, or other applicable legally protected characteristic. If you need assistance applying for a role due to a disability or additional need, please let us know at hr@seattleartmuseum.org. The Seattle Art Museum will consider reasonable accommodations for all employees with disabilities to perform the essential functions / duties of the role. If you need an accommodation during the application or interview process, please contact hr@seattleartmuseum.org. For candidates, we ask that, if possible, you wait until you're invited to a screen, online technical assessment or interview before requesting an accommodation.

We encourage you to apply . We are dedicated to building a diverse workplace, and a sense of belonging for each and every employee, because we know our organization is at its best when we include, celebrate and embrace difference. We encourage you to submit an application, even if your experience doesn’t feel like a 100% match with the position. We know applying for a job can be intimidating, and research tells us that womxn and folks of color are less likely to apply if they don't see themselves meeting or exceeding every single qualification listed. We encourage you to apply, even if you feel unsure about whether you meet every requirement in this job post. You could very well be a great fit for this role or others.

Requirements for employment. In order to be employed by the Seattle Art Museum, you must reside in the state of Washington. Employment at SAM is contingent upon successful clearing and maintenance of clearance in both a federal and state criminal background check.

Want to learn more? If you haven't already, check out our Careers page for more on working at SAM.

Though we'd love to be able to reply to every question that crosses our desk, due to the high volume of applications we receive, our HR team is unfortunately unable to offer a response to inquiries requesting search status updates, inquiries about hiring timeline, or requests to be put in touch with directly with the Hiring Team. If your experiences and capabilities are well suited to an open role, our Recruiter or the Hiring Manager will reach out directly to schedule an interview. Thanks for your understanding!

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