Collections Database Administrator
Philadelphia Museum of Art
We Are Committed to an Inclusive Workplace
At the Philadelphia Museum of Art, we actively seek to employ a diverse group
of people who embody our organizational values. We welcome and encourage
individuals of all backgrounds to apply, especially those from marginalized
and underrepresented groups in the museum field, who are inspired by our
shared purpose and enjoy working collaboratively with others.
We are proud to be an equal opportunity employer. All qualified applicants
will receive consideration for employment without regard to age, ancestry,
citizenship or immigration status, color, disability, ethnicity, familial
status, gender identity and/or expression, genetic information, marital
status, national origin, race, religion, sex, sexual orientation, veteran
status, or any other protected status.
How You Will Contribute
The Collections Database Administrator (CDA) oversees and maintains the
museum’s collection information database, currently The Museum System
(TMS), which includes approximately 330,000 object records.
Specifically, you will:
• Maintain collections information database; perform regular maintenance
routines; manage Microsoft SQL server using SQL Server Management Studio
• Write SQL scripts to make bulk changes to data; assist users with complex
• Monitor system usage, set up alerts, run reporting metrics, and audit
data through reports; perform data-hygiene checks; expose entries which do
not meet standards, and perform cleanup as needed
• Write, edit, design, and troubleshoot Crystal Reports
• Manage configuration and security settings, user accounts, and query
groups for TMS
• Plan and execute software upgrades; collaborate on software migrations
and integrations; responsible for performance tuning, and data movement
• Maintain and update in-house system documentation and user’s manual;
train and support users
• Support accurate data mapping and integrations between the collections
management system (TMS by Gallery Systems) and other platforms and content
management systems, such as the digital asset management system (Cortex by
• Collaborate with Assistant Director of Library and Digital Strategies on
opportunities to enhance collection information, CMS user experience, and the
museum’s digital ecosystem
• Serve as primary liaison to CMS vendor for user concerns; escalate
support requests as needed, report bugs, and submit feature requests
• Collaborate with Taxonomist on standardization of CMS field usage,
preferred terminology, and authority controls, including expanded use of
Getty Vocabularies and integration with taxonomy management tools
• Perform other duties as assigned
Your background and experience include:
• Strong relational database skills
• Ability to create and troubleshoot complex queries and custom database
objects in SSMS (SQL Server)
• Knowledge of collections management systems preferred
• Excellent technical skills
• Excellent organizational and follow-through skills
• Excellent communication skills, including writing procedures and
• Ability to work collaboratively with others as part of a team as well as
• Desire to learn
• Solid analytic skills to improve processes
Position and Compensation Details
• The minimum salary for this position is $50,000
• This position is full-time, exempt, and 35 hours per week
• This position is part of the AFSCME Local 397 bargaining unit
• This position reports to the Assistant Director of Library and Digital
• Physical requirements:
o Able to remain stationary for extended periods of time, to utilize
computers and other office equipment required of this job, to perform
physically administrative duties in a typical interior office environment,
gallery, or exhibit space, and to access most public and staff areas of the
o Able to regularly set up, adjust, and operate a computer/keyboard and other
office equipment used to generate work/transmit data.
• COVID-19 vaccination required.
• Background check required after a conditional job offer is made.
Consideration of the background check will be tailored to the requirements of
• Upholds the professional standards of the field, always acts in a manner
that is consistent with the best interests of the museum, and protects and
enhances its reputation and standing within the community of museums.
• Adheres to the museum’s code of ethics and Employee Handbook and avoids
any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and
appreciation for the diversity of the museum’s staff, volunteers, and
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.
Applications will be reviewed on a rolling basis. We encourage candidates to
apply early as the position will close once we have a robust applicant pool
or a candidate has been selected.
What We Offer
Our employees are at the center of the museum. As an employee, you will have
access to numerous museum perks including, but not limited to:
• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and
• Discounts at the museum restaurant, museum cafés, and museum retail and
We offer a comprehensive benefits package for employees* including:
• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability
insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays
*Eligibility for certain benefits is based on a variety of factors including
the employee’s regular schedule and tenure.