Senior Collections Data Officer

2 weeks ago

Hong Kong, Central and Western District, Hong Kong SAR China West Kowloon Cultural District Authority Full time

**About the Role:**

The Senior Collections Data Officer will be responsible for overseeing the day-to-day management of the collection management system, ensuring that accurate and up-to-date information is available to staff and the public.

About the Team:

The Collection Information Team is responsible for maintaining the collection management system, providing training and support to staff, and collaborating with other departments to ensure that the collection information is accurately recorded and maintained.

Key Responsibilities:

  • Oversee the customization and management of the TMS suite of applications to ensure efficient workflows and best possible access to collection information.
  • Lead the efforts for collection information projects, collaborating with the Digital team to identify and implement workflows.
  • Design reports for statistics on collections information, collections activities, data integrity, and location tracking of the collections.
  • Develop and maintain the TMS training program for museum staff, continually evaluating its effectiveness and developing new courses as needed.
  • Create and enhance an internal website providing staff with instruction and documentation to support TMS use.
  • Collaborate with Collection Curators, Registrars, Conservation, and Archives & Library teams to agree, implement, and maintain collection cataloguing standards.
  • Propose and develop collections and information management projects, such as exhibition label development, light dose data, subject tagging.
  • Develop additional tools to enhance user interactions with TMS, such as List View Explorer, data look-up lists, and auto-translators.
  • Manage the TMS vendor relationship, prioritizing and communicating issues/needs for future development and regular updates.
  • Oversee the health and security of the collections database, working with IT to ensure upgrades, patches, backups, etc. are managed in a timely manner.
  • Recruit, train, supervise, and establish priorities for the Collection Information Team.

Requirements:

  • At least 10 years of experience working in an information management role within a museum, gallery, archive environment, with at least 2-3 years in a managerial capacity.
  • Extensive experience on processes and procedures involved in a range of collections management activities.
  • Extensive knowledge of museum cataloguing data standards and experience with user support, training, and documentation.
  • Experience of collections documentation and digitization projects in a museum, art gallery, or similar organization; Experience with TMS is strongly preferred.
  • Relevant experience of analyzing users' requirements and creating purpose-made reports for data management and workflows implementation to support daily museum operations and accountability for the collections.
  • Experience on integration of collection database information with external systems such as application programming interfaces (API) and web projects is desirable.
  • An excellent understanding and appreciation of structured/systematic approaches to managing information.
  • Strong organizational skills, with the ability to prioritize own workload and meet deadlines.
  • Proven experience with project management and staff supervision is required.
  • Demonstrably excellent attention to detail and a flexible approach to work.
  • Excellent verbal and written communication skills in English, and preferably in Chinese, with the ability to liaise effectively with both internal and external parties.
  • Advanced computer skills esp. in the use of collections management databases, digital asset management systems, and/or other IT interface systems.

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