Collections Information Specialist

Jan 11 2022
Bishop Museum |Honolulu|Full Time
Job Description

The Collections Information Specialist is responsible for the technical requirements associated with maintaining, troubleshooting, and enhancing Bishop Museum’s collections data and database systems. This position will assist with the centralization, integration, and migration of several collections management databases into a unified framework.


Duties and Responsibilities


  • Responsible for the technical administration of the Museum's collections databases, including Axiell’s EMu CMS and other SQL database platforms (especially MS SQL Server).
  • Perform an assessment of the current collections management databases across departments (Library, Archives, Anthropology, Ethnology, Registrar, Conservation, Natural Sciences) and help develop a roadmap for integration of databases into a new, centralized framework.
  • Develop specifications for system architecture and design of the new framework based on user needs.
  • Assist with the migration and standardization of existing collections data from the current systems to the centralized framework.
  • Assist with the data exchange and/or integration between collections data in the centralized framework and related research-specific database systems external to that framework.
  • Serve as the liaison between staff, IT, and vendors for resolving issues and coordinating further developments and upgrades to the system.
  • Maintain systems and provide daily support to ensure high availability for users, manage bug reporting, and troubleshooting of issues.
  • Implement quality control checks and reports for data integrity based on various collections metadata standards.
  • Work with Museum IT to ensure collections database and multimedia servers are working properly and backed up regularly. Coordinate system maintenance schedules with vendor and monitor maintenance reports for issues.
  • Create and maintain user accounts and access privileges between individuals, groups, and departments; ensure policies provide record-level security to private and sensitive data.
  • Develop and modify Crystal Reports and standardized data exports based on user requirements.
  • Document maintenance procedures and system requirements; assist with the creation and updating of training documentation for users.
  • Provide database management support and workflow recommendations to collections digitization projects.
  • Coordinate, test, and install new releases and upgrades to EMu and other systems.
  • Work with the EMu community on standardized database developments.
  • Perform other duties, as assigned, to accomplish the goals of the Museum.


  • A Bachelor's degree in information systems or a museum-related field with 3-5 years of relevant experience.
  • Experience working with Axiell’s EMu CMS and SQL (especially MS SQL Server) preferred.
  • Experience working with Crystal Reports preferred.
  • Experience with GIS and georeferencing preferred.
  • Experience working in a museum setting and knowledge of museum operations, policies, and standards; knowledge of data management standards and best practices, collections management, and registration practices preferred.
  • Understanding of various collections metadata standards such as MARC, DACS, EAD, CCO, DarwinCore.
  • Experience with data manipulation and data analysis tools and procedures, especially R, Python, OpenRefine, or similar.
  • Programming experience and an understanding of APIs preferred.
  • Experience with Linux/Unix and SQL preferred.
  • Familiarity with XML-based information technologies (XSD, XSLT, XPath, XQuery) preferred.
  • Interest in learning new skills and keeping up with emerging technology.
  • Ability to interact and collaborate with developers and end-users.
  • Ability to communicate technical concepts clearly in writing and verbally.
  • Excellent interpersonal, time management, and organizational skills; ability to work effectively as part of a team and independently.


Other Requirements

  • Flexibility in working hours, as some evening and weekend work is required.
  • Good attendance.
  • Detail-oriented.

Direct Reports: None