Job details

University of Notre Dame
  • Position Number: 1169729
  • Location: Notre Dame, IN
  • Position Type: Fine Art

University of Notre Dame

Collections Database Coordinator (Limited Term)

The University of Notre Dame ( is accepting applications for a Collections Database Coordinator (Limited Term).

Applications will be accepted until 3/13/2018.

Working with the Snite Museum of Art registrar, this individual will oversee upgrades to the Museum's collection database: create a data entry manual and style guide, establish workflows, create institutional standards, select controlled vocabulary, identify rules for formatting values, identify data standards, and identify search terms. The Snite Museum's EmbARK Gallery Systems collection database has missing, incomplete, and inaccurate records. When the database was first created, data entry personnel keyed information from historic index-card records. As such, errors and omissions were transferred to the database. Records need to be standardized and they need to include key word subject metadata to assist searches before the database is made available to University and international audiences. This work will be undertaken as part of the University's desire to create a web-based digital image and text database describing artworks within the Museum's and Hesburgh Libraries' permanent collections. While it will be accessible to scholars worldwide, the database is most desired because it is essential to continuing and enhancing Notre Dame faculty and student engagement with the collection. At present, when faculty and students desire information on the 95% of the Museum collection that is in storage, they must consult with Museum directors, curators, and curators of education.
Some specific duties include:
Upgrade collection database by creating a data entry manual and style guide; establish workflows, create institutional standards, select controlled vocabulary, identify rules for formatting values, identify data standards, identify search terms
Undertake data entry and supervise data entry by other Snite Museum staff members and by outside consultant(s)
Manage collections database (EmbARK by Gallery Systems, which might be upgraded to TMS by Gallery Systems) including administration of user accounts, training, user support, access and authorities, and customization in consultation with Gallery Systems personnel
Assist integration of collection database and image archive necessary to create a web-based digital image and text database (with Hesburgh Libraries)
This is a 2-3 year limited term position.

Minimum Qualifications:
Bachelors degree, information science, library science, museum studies, or related field Minimum three to five years professional experience in database administration, information science, digital preservation, or related fields Knowledge of art history Expertise with spreadsheets (preferably Excel) Experience with EmbARK or TMS art museum database

Preferred Qualifications:
Masters degree preferred Knowledge of SQL language is desired

The University of Notre Dame, founded in 1842 by Rev. Edward F. Sorin, C.S.C., of the Congregation of Holy Cross, is an independent, national Catholic university located in Notre Dame, Ind. For the fifth consecutive year, the University of Notre Dame has received Honor Roll distinctions as one of the top 10 higher education workplaces in the country in the Chronicle of Higher Education's annual "Great Colleges to Work For" survey...and we are proud of it!

The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from female and minority candidates and others that will enhance our community. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).

Please apply online at to Job # S18131. For additional information about working at the University of Notre Dame and various benefits available to employees, please visit The University of Notre Dame supports the needs of dual career couples and has a Dual Career Assistance Program in place to assist relocating spouses and significant others with their job search.

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