Collections Management System Coordinator

Position Title:     Collections Management System Coordinator (1 Year term position)

Institution: University of Victoria Legacy Art Galleries

Reports to:         Director, Legacy Art Galleries

Classification Level:         SG4

Position Summary

The University Art Gallery Legacy Art Galleries (Legacy) assists the academic and cultural development of the university community by preserving and exhibiting art for the pursuit and communication of knowledge. At Legacy Art Galleries art activates research and learning through university and community collaborations. Our exhibitions and programs promote dialogue around issues that matter.  With its small but busy staff team, a collection of approximately 20,000 objects and exhibition venues on and off campus, Legacy Art Galleries serves both the university and broader communities through exhibitions, programs, events, teaching, and research. Legacy Art Galleries is committed to representing the values of inclusion and diversity, and the goals of UVic’s Indigenous Plan through its practices and programs.

Reporting to the Director and working closely with the Curator and various other gallery staff and UVic IT staff, the Collections Management System Coordinator’s primary responsibility will be to coordinate the implementation of the new Collections Management System Database which includes overseeing data migration, data standardization, development of a user guideline manual, staff and academic stakeholder training on the database, and development of database templates related to the gallery’s collection management activities. Other responsibilities will include collection accessioning and file management, tracking and management of art loans both incoming and outgoing. As with all positions in the Gallery, the Collections Management System Coordinator will also contribute to the Gallery’s visitor engagement program which includes filling in on front desk greeting and orienting visitors, as needed.  This position’s activities are in line with Legacy’s goal to support the academic and community mission of the University through exhibitions, programs, research, stewardship and animation of the collection.

This position has a work week of Tuesday to Saturday, and may involve some occasional evening shifts to accommodate gallery programs and events. This position will be based in the Legacy Gallery downtown but will occasionally also work on campus.

Key Responsibilities and Expectations:

Collections Database Implementation Project

65 %

  • Coordinates the implementation project of new Art collections Database:
    • Provide expertise to help Legacy finalize choice of appropriate database
    • Work with Database vendor and UVic IT to develop timeline and implementations steps
    • Oversee data migration, prioritize what data is migrated by vendor or in-house, based on budget and timeline needs
    • Perform data clean up and standardization
    • Test run internal and external interfaces
    • Work with staff to ensure database function meets needs of gallery functions, recommends customizations from vendor when necessary
    • Develop, coordinate and deliver staff training on internal database
    • Develop standards for input and gallery user’s manual
    • Develop forms and templates for gallery processes such as accessioning, tracking and loans to be input into the new system
    • Provide training for UVic academic community on using external database for research
    • Complete a final report for a Museum’s Assistant Program grant and conduct assessments and evaluations during and after the project’s completion to demonstrate the results of the project.

Collections Management


  • Assist Curator with collections management duties including:
    • Cataloguing new acquisitions
    • Coordinating accessioning process for new acquisitions
    • Updating collection database records
    • Minute taking at Collections Committee
    • Art handling and storage
    • Image requests from external users
    • Updating copyright records
  • Assist with public inquiries and private viewings of collection as necessary
  • Assist with the preparation of loan requests from other institutions – condition reporting, image requests and copyright permission

Visitor Engagement


  • From time to time works as a member of our Visitor Engagement (front of house) team, which includes:
    • Welcoming guests at reception desk
    • Ensuring security of facility and artwork
    • Engaging public in discussion of the art
    • Assisting with set up for events
    • Representing Legacy at their public events

Summary of qualifications: 

This position requires:

  • Bachelor’s Degree in related area (Art history, Museum studies, Anthropology, etc), or equivalent certification in Library, Archival or Information Studies.
  • Minimum 2 years museum experience which includes:
  • Collections database administration
  • Applying documentation standards for material culture
  • Collection cataloguing
  • Object handling
  • Project management

Knowledge requirements include:

  • Museum standards best practices and ethics
  • Collections Management cataloguing, documentation, and nomenclature standards
  • Proficiency in Office Suite of computer programs as well as databases

In addition, this position requires:

  • Strong analytical, critical thinking and problem solving skills
  • Solid communication skills, both written and verbal
  • Ability to build and maintain productive working relationships with all stakeholders
  • Ability to work independently and collaboratively in a team environment
  • Proven track record achieving project goals on time and produce deliverables of a high quality
  • Working knowledge and/or enthusiasm to actively increase knowledge and awareness of Indigenous protocols
  • Demonstrated administrative and organizational skills
  • Demonstrated training skills

Salary range: $45,302-50,988 per annum

Location: Victoria, BC


Posting closes: May 27, 2018

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