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Collections Data Coordinator

  • Oakland Museum of California
  • 09/23/19
  • Oakland, CA
  • 94607
  • Full-Time
Oakland Museum of California

Req No 2019-1322
Category Collections
Type Project Full-Time
Closing Date
Targeted Job Start Date 11/1/2019


The Collections Data Coordinator is responsible for the daily management of information integrity for all collections database systems. They will work with all staff that enter, edit, or use collections information to ensure the information is current and accurate. They will work closely with the Collections Data & Media Systems Administrator to maintain the Museum's lexicons and data standards, monitor database integrity, and provide records management and data entry consistency for the Museum's CollectionSpace and Digital Asset Management (DAMS) database systems. They will support the development and administration of the Museum's central Collections Management System, and aid in the selection and implementation of the Museum's first DAMS. The Collections Data Coordinator will assist in training to allow the Museum's database systems to be fully utilized by staff.



The following reflects OMCA's definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.

-Support the Museum's mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future;
-Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement;
-Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives;
-Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.

-Maintain and support the daily operations of the Museum's instance of CollectionSpace (CSpace)
-Support the selection and implementation of a Digital Asset Management System
-Work closely with Registrars, Curators, Experience Developers, and other staff to ensure CSpace and the DAMS meet the Museum's needs
-Perform data rationalization in CSpace, including field-by-field standardizations, record and vocabulary reconciliation, elimination of duplicate records, location confirmation, and nomenclature application
-Assist in reviewing and implementing new features, customizations, and software upgrades for the CSpace and DAMS systems
-Identify data clean-up needs and establish protocols for addressing the needs to prepare data for migration between systems
-Assist in a user training program for CSpace and DAMS
-Conduct collections object handling and location tracking according to accepted collections management standards


-Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect
-Bachelor's Degree in Information Management, Museum Studies, or related fields
-Excellent problem-solving skills
-Familiarity with museum object handling standards and best practices
-Familiarity with Collections Management software and open source platforms (CollectionSpace experience preferred)
-Hands-on experience working with relational databases such as MySQL or Microsoft SQL Server
-Familiarity with writing and implementing scripts and making API calls; knowledge of data query languages (DQLs)
-Experience working in a museum setting and knowledge of museum operations, policies, and standards
-The ability to communicate technical information to both technical and non-technical people


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:
-Noise, such as groups of people working in enclosed areas
-Typical office environment
-Ability to commute between multiple museum locations
-Ability to lift up to 35 lbs


The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and the surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.

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