Collections Database Specialist (Full-Time)

Portland Art Museum | Portland, OR

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Posted Date 9/07/2022

The Portland Art Museum (referred to as Museum) and the Center for an Untold Tomorrow (referred to as PAM CUT) invites applications for the position of Collections Database Specialist. The Collections Database Specialist is responsible for ensuring the safety, preservation, and maintenance of the Museum’s art collection management databases (Mimsy, NetX, and Digital Asset Management System). This role will work with multiple team members including Curatorial, Registrar, IT, vendors, and asset content creators while improving both access to and the quality of data. The Collections Database Specialist is the point person on database functionality, standards, and protocols; as well as coordinating logistics of larger projects such as database upgrades and collection inventories. This position will report directly to the Head of Registrar.

Duties & Responsibilities

  • Manage digital collections and assets relating to artwork (permanent collection, loans, photography of artwork and events) including establishing and documenting policies and procedures, planning workflows, and setting priorities
  • Maintain Mimsy, the museum’s art collection management database, provide support for staff across the museum, and maintain user accounts
  • Serve as the primary contact for art database functionality, standards, and protocols
  • Handle acquisition, assessment, access and description of digital collections, conforming to best practices and metadata standards
  • Configure, implement, and maintain the Digital Asset Management System, including creating, cataloging, storing, locating, and retrieving digital assets
  • Evaluate processes and needs to develop and implement new solutions for creating efficiencies and procedures to optimize data collection, storage, distribution, and access
  • Generate and modify database reports, queries and custom data views
  • Write analytical reports on collection data for research and interdepartmental projects
  • Provide database training, guidance, and support for the Collections team

Secondary or Additional Responsibilities

  • Participates in the planning of collections projects throughout the Museum, including creating workflow, designing custom views / fields, and writing reports
  • Coordinate logistics of larger Mimsy-related projects such as database upgrades, collection inventories, and interdepartmental workflows
  • Create training materials and implement better practices
  • Oversee database audits
  • Update database with Collections Committee agenda details
  • Processes and records Non-Exclusive License forms: updates copyright information and image accessibility in online collections
  • Performs other related duties as assigned

Supervisory Responsibilities

  • No supervisory responsibility
  • Decision are made within the DAMS parameter
  • Informally makes recommendations concerning long term operational planning

Required Knowledge & Skills

If you have any questions along the way including wanting to talk about a non traditional career background, please reach out to HR.

  • Knowledge of museum exhibitions, registration, and collections management methods
  • Strong accuracy, detail orientation, and adherence to schedules
  • Proficient in computer systems and databases
  • Strong verbal and written communication skills, comfort communicating with all levels of staff, and centering inclusion
  • Knowledge of data standards for museum collection management
  • Experience providing user support and training in a team environment
  • Experience with sensitive materials and maintaining confidentiality
  • Experience implementing and managing a digital asset management system

Education, Formal & Informal Experience, Training Required, Certification, Etc.

  • Bachelor’s Degree in Library Science, Information Science, Archival Studies, or equivalent combination of education and experience
  • Three to five years experience in a museum or library working with archives and in digital curations/preservation
  • Proficient in Microsoft suite, Google Suite, Trello, NetX, Mimsy or similar collections management software, and standard web-based protocols

Job Conditions

  • Exempt/full-time
  • Schedule/Hours: Monday through Friday, 9:00am - 5:00pm (35 hours per week)
  • Onsite with Occasional Work From Home Flexibility
  • Occasional travel
  • Occasional overtime
  • Occasional evening hours
  • Extensive computer work

Physical Activities

  • Frequently moving around the Museum
  • Frequent communication with teams members or clients
  • Frequently sitting in an office environment
  • Continuous repetitive motions of hands/wrist/fingers; high computer and phone use
  • This is not a complete representation of all physical requirements


  • This role is exempt/salaried and full-time
  • Budgeted compensation is within pay grade I ($51,324 min - $60,296 mid - $69,269 max), depending on experience
  • $50 per month phone reimbursement
  • Healthcare package: medical, dental, vision, disability, life insurance, 401K match, and flexible spending accounts
  • Paid time off: 6 paid holidays, 2 floating holidays, vacation, sick, and bereavement leave
  • Transportation benefits: TriMet / C-Tran / parking pass discount or bike to work enrollment
  • Museum admission & lectures, programs, and gift shop discounts
  • R.E.A.P (Reciprocal Employee Attraction Pass), providing free general admission to local destinations

Application Process for Collections Database Specialist

Apply online at:, to create a profile.

In order to be considered eligible, submissions require a resume, cover letter, four references, and all application questions answered. Incomplete applications will not be considered.

To ensure full consideration, applications must be received by October 5, 2022. Applications may still be continued to be accepted after the full consideration date until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

Company Description


The Museum has adopted a policy where all employees are required to be fully vaccinated against COVID-19 as a condition of employment, except employees who work exclusively from home or outdoors. Employees may request an exception from vaccination because of a disability or sincerely held religious beliefs. Exceptions to the vaccine mandate require additional safety parameters such as weekly testing. For new employees, requests for exemption must occur before beginning employment to New employees must submit proof of vaccination or a valid exception request to the HR department before their first day of work.

Equal Opportunity & Accessibility

The Museum is deeply committed to diversity, equity, and inclusion, both in our hiring practices and in our Museum employee experiences. We strive to foster a mindful and respectful environment in which everyone can be their authentic selves at work and experience a culture free of harassment, racism, and discrimination.

The Museum is an equal opportunity employer, committed to a policy of non-discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, sexual orientation, gender identity, political belief, disability or any other legally protected status. We are committed to the full inclusion of all qualified individuals. This commitment ensures that persons with disabilities are provided reasonable accommodations to participate in the application, interview, and hiring process. Alternative formats of this application are available upon request. If reasonable accommodation or an alternative form of this application is needed to participate in the job application or interview process, perform essential job functions, and/or receive other benefits and privileges of employment, please contact Human Resources at or 503.276.4358.

About the Portland Art Museum

The Portland Art Museum is one of the oldest art museums on the West Coast and seventh oldest in the United States.

The permanent collection has more than 42,000 works of art, and at least one major traveling exhibition is usually on show. The Museum’s collection is distinguished for its holdings of arts of the native peoples of North America; modern and contemporary art; Asian and American art; photographs, prints, and drawings; English silver, and an outdoor public sculpture garden.

The Museum is accredited by the American Alliance of Museums. Learn more at

About the Center for an Untold Tomorrow

The Museum's sister organization, the Center for an Untold Tomorrow is a space founded to encourage the study, appreciation, and utilization of film where artists and audiences explore our region and the world through cinema and cinematic storytelling in all its forms.

CUT hosts the Portland International Film Festival, Northwest Filmmakers' Festival, Reel Music Film Festival, Portland Jewish Film Festival and the Young People's Film Festival.

Listing Type
Position Type
Full Time
Experience Level
Mid Level
Employer Type
Direct Employer
$51,324 min - $60,296 mid - $69,269 max

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