Data and Database Specialist

Yale Art Gallery - Information and Digital Services

88718BR

University Job Title

Database Administrator, YAG

Bargaining Unit

None - Not included in the union (Yale Union Group)

If Fixed Duration, Period

2 years from date of hire

If Fixed Duration, is continuation possible?

No

Other Fixed Duration Date

20-May-2026

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (P5)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Museum/Curatorial

Total # of hours to be worked:

20

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

1111 Chapel Street
New Haven, CT 06510

Position Focus:

Reporting to the Director of Information Technology at the Yale University Art Gallery, the Data and Database Specialist develops, implements, and maintains policies and procedures for ensuring the security and integrity of the Gallery’s collection database while actively ensuring adherence to data standards across the Gallery environment. Serves as primary resource for a wide-range of museum staff members and departments that use TMS (The Museum System), the collections management database used by the Gallery.

Reporting to the Director of Information and Digital Services at the Yale University Art Gallery (YUAG), the Data and Database Specialist handles the front-end support and some back-end support for The Museum System (TMS), the art collection management system, as well as Conservation Studio (CS), the database for conservation activities at the museum. The Data and Database Specialist develops, implements, and maintains policies and procedures for ensuring the security and integrity of the Gallery’s collection data and information while actively ensuring adherence to data standards.

Responsibilities include the following: Manages the collection information systems for the Gallery- The Museum System (TMS) and the Conservation Studio system (CS). Responsible for day-to-day administration of TMS and CS and works with Gallery members to understand data needs. Uses SQL skills to assist in data management and answer questions as they arise. Plans, coordinates, and implements activities necessary to the effective operation and maintenance of the database. Uses available report writing software to assist with the creation of reports to support the various museum functions. Assists with the training of museum staff in the basic use of TMS and Conservation Studio. Interacts with vendors to troubleshoot the software and server environments and maintains documentation of processes and workflows. Creates and enforces data standards at the museum while working on a variety of data cleanup and data enrichment projects. All other duties as assigned.

This position allows for remote work, but it must be from one of Yale’s approved states, and work hours are expected to be 9:00 AM- 5:00 PM Eastern Standard Time.

Essential Duties

1.  Manages the collection information system (TMS); day-to-day administration (e.g. basic database management, backup, maintenance, security, etc.)2.  Work with Gallery members to understand data needs; use SQL skills to assist in data management needs and answer questions as they arise.3.  Plans, coordinates, and implements activities necessary to the effective operation and maintenance of the database.4.  Uses available software tools to assist with the creation of reports to support the various museum functions.5.  Assists with the training of museum staff in the basic use of the TMS database through individual instruction, classroom sessions, and telephone support.6.  Interact with vendors to install and troubleshoot software and server environment; research server and vendor software to ensure compatibility before doing upgrades.7.  Create and maintain documentation of YUAG systems and environments. Create and promote data standards and best practices, enforce and train museum in standards.

Required Education and Experience

Bachelor's Degree in a related field and two years of related work experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Excellent interpersonal skills.  Ability to build strong relationships with internal clients, effectively resolve problems and communicate creative resolutions to multiple constituents within the museums.

Required Skill/Ability 2:

Ability to work independently as well as with a team.

Required Skill/Ability 3:

Advanced knowledge and proven ability in database management (Microsoft SQL and SQL based tools.) SQL preferred.

Required Skill/Ability 4:

​​​​​​Excellent project management, organizational and communication skills. Ability to manage and prioritize multiple projects simultaneously.

Preferred Education, Experience and Skills:

Experience working with relational databases and linked data principals within a museum setting. Experience with TMS and Conservation Studio (products from Gallery Systems). Knowledge of JSON or XML. Crystal Reports, SSRS or similar.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus