« Back to all jobs Collection Manager/Database Administrator

  • Employer: San José Museum of Art, San Jose, CA

Reporting to the Registrar, the Collection Manager / Database Administrator performs a variety of professional registration duties in support of collections management programs and acquisitions at the museum; assists in the acquisition, documentation, handling, and movement of art objects, and the development and maintenance of practices and procedures to ensure comprehensive documentation of objects under the museum’s custody. The Collection Manager / Database Administrator must have a thorough knowledge of, and experience in, all hands-on aspects of registration work, performs a wide variety of professional registration duties, including more complex assignments requiring independent judgment and action. The Collection Manager / Database Administrator has the authority to engage with staff, vendors, colleagues from other museums, donors, and members of the public regarding registration issues in a professional manner. The Embark database experience is fundamental to the job functions. The incumbent is expected to work both independently and as part of a team.


  • Establishes and maintains detailed records for the museum’s permanent collection; oversees day-to-day object tracking and data entry of new acquisitions into the Embark collections database. Oversees all temporary deposits, proposed and new acquisitions, purchases and year-end gifts. Initiates all collections documentation, assigns object numbers, object numbering, and records all temporary, permanent, and off-site storage locations. Creates preliminary object files, generates receipts, donor letters, deed of gifts, Seller’s Warranties, W9, 8283 forms, copyright licensing; conducts donor and vendors packing/crating and shipping logistics, organizes conservation and preparation needs, and coordinates for new photography; assists with collections de-accessioning.
  • Manages and directs all aspects in the planning of Acquisitions Committee meetings and Year-end Gift meetings working closely with curatorial and Executive Director’s office, manages and produces lists, creates timelines, agendas, and compiles curatorial summaries in preparation of Director & Curatorial Acquisitions Reviews, Acquisitions Committee Preview meetings, and the Acquisitions Meetings.
  • Manages selected rotations as well as incoming and outgoing loans and exhibitions as assigned by Registrar: using the Embark database, inputs data entry and prepares necessary documentation and coordinating logistics with curatorial, Exhibitions and security departments; coordinates shipping, condition reporting, installation and deinstallation.
  • Fulfills external and internal requests for permanent collection images and corresponding information.
  • Performs other related duties as assigned.

Apply Now