Specialist, Collection Information

Academy Museum; Los Angeles (CA); Hybrid; USD 52,000 - 56,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

PTO and holidays

401k with company match

Free Academy membership screenings

Free tickets and screenings

Job summary

Academy Museum is seeking a Specialist in Registration and Collection Management to advance the accuracy and context of objects in the Academy Collection. You will research, document provenance, and maintain metadata across systems, collaborating with curators and external experts.

The role emphasizes database upkeep, ongoing audits, and producing detailed object histories while supporting inquiries from internal and external stakeholders. Union representation applies.

Qualifications

• A bachelor's degree in History, Film Studies, Library Science or related field required.
• Minimum two years of work experience in a museum, archive, or library setting and one year of research experience in an academic, library or publication setting.
• Experience in handling and cataloging museum objects or archival materials.
• Strong computer skills with Word, Excel and Adobe suite.
• Knowledge of film history and production processes.
• Knowledge of metadata vocabularies such as LCSH, LCGFT, AAT, ULAN and TGM.
• Ability to write and present ideas in English.

Responsibilities

• Oversee the research of film technology within the Academy Museum's resource and permanent collections.
• Identify and document objects in the collection, including manufacturer, dates, and significant production history.
• Research missing or incomplete data to bring object records into compliance with department best practices and minimum standards.
• Create detailed research summaries encapsulating history and significance of objects in the collection.
• Communicate with internal and external subject matter experts.
• Field and fulfill internal and external museum collection queries.
• Create and adapt reports for Registration and Collection Management, other departments, and executive leadership.
• Create and manage physical and digital collection records in Axiell Collections CMS or other collections databases and spreadsheets.
• Ingest digital assets into Open Text Media Management DAMS.
• Ensure metadata adheres to established conventions and is aligned with department best practices.
• Work with other registrars to ensure that collection information is current and up to date.
• Conduct regular audits of databases and storage spaces.
• Create and update documentation for processes and procedures.
• Identify and troubleshoot issues within existing databases in conjunction with other Academy departments.

Skills

Research and documentation

Metadata knowledge

Communication in English

Computer skills (Word, Excel, Adobe)

Education

Bachelor's degree in History, Film Studies, Library Science or related field

Master's degree or MLIS preferred

Tools

Axiell Collections

Open Text Media Management DAMS

Airtable

Photoshop

Adobe Bridge

Lightroom

Job description

Department: Registration and Collection Management
Reports to: Director, Registration and Collection Management
Job Type: Full-Time Regular
Job Classification: Hourly (non-exempt)
Workplace Location: Los Angeles - Academy Museum and Pickford
Compensation: $25.00 - $27.00 per hour
Summary/Objective: The Specialist supports the Registration and Collection Management department by conducting research and documentation that strengthens the accuracy, completeness, and historical context of objects in the Academy Collection. This role focuses on identifying, researching, and updating object records; developing provenance and technical histories; and ensuring that collection information meets departmental standards. The position also assists with database maintenance, metadata quality, and internal and external collection inquiries. This position is represented by a union.

Essential Functions of the Job:

• Oversee the research of film technology within the Academy Museum's resource and permanent collections.
• Identify and document objects in the collection, including manufacturer, dates, and significant production history.
• Research missing or incomplete data to bring object records into compliance with department best practices and minimum standards.
• Create detailed research summaries encapsulating history and significance of objects in the collection.
• Communicate with internal and external subject matter experts.
• Field and fulfill internal and external museum collection queries.
• Create and adapt reports for Registration and Collection Management, other departments, and executive leadership.
• Create and manage physical and digital collection records in Axiell Collections CMS or other collections databases and spreadsheets.
• Ingest digital assets into Open Text Media Management DAMS.
• Ensure metadata adheres to established conventions and is aligned with department best practices.
• Work with other registrars to ensure that collection information is current and up to date.
• Conduct regular audits of databases and storage spaces.
• Create and update documentation for processes and procedures.
• Identify and troubleshoot issues within existing databases in conjunction with other Academy departments.

Required Competencies:

• A bachelor's degree in History, Film Studies, Library Science or related field required. Equivalent degrees or prior research experience involving filmmaking equipment or production history may be considered.
• Minimum two years of work experience in a museum, archive, or library setting and one year of research experience in an academic, library or publication setting.
• Experience in handling and cataloging museum objects or archival materials.
• Strong computer skills and intermediate proficiency with Word, Excel and Adobe suite.
• Knowledge and familiarity with film history and production processes.
• Knowledge of principles of metadata and controlled vocabularies and authorities such as LCSH, LCGFT, AAT, ULAN and TGM.
• Ability to write and present ideas in English to various audiences.

Preferred Qualifications:

• A master's degree or MLIS preferred.
• Knowledge of professional cinema equipment, including cameras, lenses, lighting, and accessories strongly preferred.
• Experience using Axiell Collections or other collection management databases.
• Familiarity with Airtable, Photoshop, Adobe Bridge and Lightroom.

Required Vaccination:

Full vaccination against COVID-19 is required, including any booster vaccinations as applicable. Exception: Medical and religious accommodations approved by the Office of People & Culture.

Benefits:

• Comprehensive medical, dental, and vision coverage.
• 15 days of PTO, plus company-paid holidays.
• Additional time off including summer hours, winter hours, and a cultural floating holiday.
• Paid sick leave.
• Paid parental leave.
• 401k retirement plan with a company match
• Clean Air Commuter Program
• Employee Assistance Program through CompPsych Guidance Resources.
• Wellness benefits through Cigna Healthcare.
• Free access to 16,000+ online courses through LinkedIn Learning
• Free Academy membership screenings
• Free tickets and screenings at the Academy Museum
• Employee discounts through LifeMart and Working Advantage