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 (DBA) oversees and maintains the museum’s collection information database, currently The Museum System (TMS). Our TMS instance includes approximately 330,000 object records and is integrated with other platforms such as our digital asset management system.

Specifically, you will:

• Maintain collection information database; perform regular maintenance routines; manage Microsoft SQL server using SQL Server Management Studio
• Develop and execute tasks necessary to maintain a secure and protected data environment, including backups, recoveries, DR planning, access controls, permissions, and licensing
• Maintain data and create/manage the processes related to data transactions that are required to ensure a compliant and governed environment. This includes awareness of sensitive data locations, documenting data flows, developing best practices for the handling of this data, auditing data locations and controls, and documenting and monitoring access
• Ensure our data environments are performance-optimized and properly scaled for current needs and future growth
• Troubleshoot issues related to errors and general issues with databases, integrated applications, and underlying aspects related to operating systems and hardware
• Work with application administrators to assist in the continued growth of products and services related to data.
• Write SQL scripts to make bulk changes; assist users with complex queries.
• Make small changes to collaborate with and support Crystal Reports consultant.
• Review and align in-house system documentation and user’s guide with current data policies and procedures.
• Support accurate data mapping and integrations between the collection management system (TMS) and other platforms and content management systems, such as the digital asset management system (Cortex by Orange Logic)
• Collaborate with content owners for 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 and databases preferred
• Excellent technical and interpersonal skills, including the ability to foster a collegial work environment that encourages trust and innovation
• Excellent organizational and follow-through skills
• Excellent communication skills, including writing procedures and documentation
• Ability to work collaboratively with others as part of a team as well as independently
• Desire to learn new software
• Solid analytic skills to improve processes

Position and Compensation Details

• The SALARY for this position is $65,000.
• 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 Assistant Director of Library and Digital Strategies
• Physical requirements:
  • 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 museum campus
• 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 the job.

Institutional Requirements

• 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 audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

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 conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

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.