Collections Database Coordinator

Updated: 3 months ago
Location: Fort Collins, COLORADO
Deadline: 03 Oct 2022

Posting Details
Posting Detail Information

Working Title Collections Database Coordinator
Position Location Fort Collins, CO
Is this position eligible for hybrid or remote work?
Research Professional Position No
Posting Number 202201409AP
Position Type Admin Professional/ Research Professional
Classification Title Prof/Indiv Contrib II
Number of Vacancies
Work Hours/Week 40
Proposed Annual Salary Range 55000-60000
Employee Benefits
Colorado State University (CSU) is committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time faculty and administrative professional employees in the following University benefit areas: & .
Desired Start Date 01/01/2023
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on 10/03/2022
Description of Work Unit
The Avenir Museum of Design and Merchandising is a university teaching collection as well as a public museum of historically and culturally significant items of dress, textiles and interior artifacts representing regional, national, and international cultures. The collection includes 25,000+ objects. The Avenir Museum is housed in a 19,000 sq. ft. facility (opened in 2016) at 216 E Lake Street, adjacent to the University Center for the Arts, and includes three galleries, a large dedicated smart classroom and program space, expanded collections storage and work areas, extensive library/conference room, and conservation lab.
The Avenir Museum’s home is within the CSU Department of Design and Merchandising, which offers B.S. degrees in Apparel and Merchandising (AM) and in Interior Architecture and Design (IAD), both of which are nationally accredited programs. The department also offers an M.S. in Design and Merchandising.
The department includes over 20 faculty as well as administrative professionals and staff who support approximately 700 undergraduate students and 20 graduate students. The department is housed in three buildings. The Nancy Richardson Design Center is home to the DM main office, design labs, computer labs, a design library, classrooms equipped with virtual reality, lecture capture, and video conferencing technologies, exhibition areas, and the RDC fabrication labs (prototyping, woods, metals) that support experiential learning. The neighboring Gifford Building features classrooms, computer labs, apparel construction labs, an exhibition gallery, and textile science labs. The Avenir Museum of Design and Merchandising is a designated University Center that features collection space, exhibition galleries, a textile conservation lab, a classroom, and a library/conference room. The Department and the Avenir Museum recently received a transformational gift from an anonymous donor, which will allow for exciting staffing and programmatic growth in the coming months and years through new significant endowments. The successful candidate will collaborate in the museum’s visioning for the new positions and programming opportunities for digitalizing the collection, offering increased educational outreach, and new collaborations through textile conservation/testing resources. To learn more about the Department of Design and Merchandising (DM), visit:
Position Summary
The Collections Database Coordinator (CDC) is a key member of the Avenir Museum of Design and Merchandising’s collections management team. The primary responsibility of the Collections Database Coordinator (CDC) is to enhance and maintain the Museum’s collections database (EmbARK by Gallery Systems) by overseeing the collection, import and distribution of digital assets. The position requires the ability to concurrently manage and execute multiple tasks to meet firm deadlines. Major responsibilities include implementing and refining metadata taxonomy framework, uploading and tagging assets, managing and troubleshooting imports, and maintaining and general system maintenance. The CDC will help develop and update policies and procedures for ensuring the security and integrity of the database. The successful candidate will maintain data standards and controlled vocabularies in EmbARK, and ensure the quality of data, which is integral to museum operations. The CDC will implement and maintain public facing collection resources such as Web Kiosk.
The Collections Database Coordinator will manage and undertake the technical and procedural responsibilities that ensure the utilization of EmbARK’s functionality to advance collections information management, imaging, and collections related tasks. The CDC will assist in facilitating research by students, faculty, and outside researchers, by sharing available catalog information and fulfilling image requests. The CDC will assist the Collections Manager and Curatorial staff as needed with other related projects.
Ideal candidates for the position of Collections Database Coordinator have museum or archives experience, strong interpersonal and relationship skills, and the ability to work with museum staff and various CSU departments, as well as colleagues at other institutions. An ideal candidate can manage multiple projects and understand that working at the Avenir Museum of Design and Merchandising is a collaborative enterprise across all realms at Colorado State University. Candidates are self-motivated, organized, and proactive with meticulous attention to detail. This position is an opportunity to become a valued and integral team member at an academic museum, in fulfillment of the museum’s mission and strategic vision, while contributing to excellence across all Avenir Museum endeavors.
The regular work schedule for this full-time position is 40 hours/week Monday through Friday; Flexible work hours will occasionally include weekend and evening hours to support exhibition installations, public programs, and events.
Required Job Qualifications
· Bachelor’s degree in Information Science, Museum Studies, Archival Studies, or a related field such as Art History.
· At least two years practical experience in a museum or archive such as database management, software administration, digital rights management, metadata standards and practices, file formatting and data migration, object cataloging, exhibition support, inventory.
· Excellent project management skills.
· A commitment to diversity, equity, accessibility, and inclusion (DEAI) practices.
· Must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date.
Preferred Job Qualifications
· Master’s degree in Library Science, Information Science, Archival Studies, or Art History.
· Experiance in an educational setting, such as: general museum, academic museum, gallery, arts organization, or very similar setting.
· Experience with EmbARK.
· Experience with Web Kiosk.
· Knowledge of specification and standards of digital imaging.
· Photography skills.
· Knowledge of dress and textile history.
· Strong communication, organizational, speaking, and writing skills, with demonstrated presentation skills.
· Knowledge of museum intellectual property law, including “fair use” and similar copyright issues.
· Experience using and/or managing a Digital Asset Management system or archival collections management system.
Diversity Statement
Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Collections Database Coordination
· Manage and maintain collections documentation.
· Update collections database and research information associated with collection items and artwork.
· Customize collections database to support evolving collection needs.
· Monitor and maintain accurate records including object locations.
· Participate in systematic inventories.
· Implement and maintain public-facing collections information on the museum’s website.
· Assist with developing and implementing policies and procedures for collections care and management.
· Assist patrons, staff, and the CSU community with inquiries and requests related to the collections.
· Assist with special projects relating to collections management.
Percentage Of Time 70%
Job Duty Category Digital Asset Management
· Collaborate with central IT support regarding provision and management of storage space.
· Serve as primary contact with database vendor and CSU Division of IT regarding technical support for the collections database.
· Assist with developing and implementing policies and procedures for digital asset management.
Percentage Of Time 20%
Job Duty Category Additional Responsibilities
·         Stays current with emerging standards and practices in the field.
·         Work effectively and personably with students, faculty, volunteers, researchers, and university partners. 
·         Assist other Avenir Museum staff members when “all hands-on deck” tasks are necessary (e.g., with exhibits installation/strike) as required.
·         Occasional weekend and evening hours as needed for event and public hours coverage.
Percentage Of Time 10%

Application Details

Special Instructions to Applicants
To apply, please submit a cover letter addressing how your experiences align with the required and preferred qualifications and a CV directly to this posting. Emailed applications will not be accepted. References will not be contacted without prior notification of candidates. 
Conditions of Employment Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License
Search Contact Anthony Vecchiarelli
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

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