Collections Information Specialist

Funded by the Institute of Museum and Library Services (IMLS), the Cleveland Museum of Art seeks a temporary Collections Information Specialist (CIS) to support a 10-month collection inventory, focused on the Museum’s works on paper holdings, specifically prints and drawings.  Working directly within the Museum’s collections database, the CIS will support data entry, location updates, report tracking throughout the grant period, and collection research resulting from the item level inventory of approximately 27,000 artworks and their associated object records.

The CIS will work closely and collaboratively with additional members of the Collections Management team, Conservation, Curatorial and the Digital Innovation and    Technology Services departments.  In addition to the CIS position, IMLS has also funded two Collections Management Technician positions to carry out the physical object     inventory, who will be supported by the CIS.

Requirements and Key Competencies

• Bachelor’s degree from an accredited college or university is required; Master’s Degree in Museum Studies, Library and Information Science, or closely related field is  preferred.
• One-to-three years of verifiable experience with collections information and/or registration preferred.
• Proven experience handling collections data with a high degree of accuracy required.
• The employee may occasionally lift and/or move up to 25 pounds. Employee must be able to safely handle fragile, cumbersome, and valuable objects. Specific vision abilities required by this job include close vision.
• A flexible mindset and professional demeanor are critical to this role as the employee interacts with all levels of museum staff and the public. The employee must be a team-oriented individual who works well in a collaborative environment.
• Working knowledge of Microsoft Office and data management systems.
• The employee must also be able to communicate effectively and work successfully with others.

Responsibilities 

• Competent to work at an entry-mid-level position within the field of collections management. Although this position is largely data entry driven, the CIS will also support the Collections Management Technicians with the careful moving and handling artwork in storage and with the physical condition checking and inventory or artworks, as needed.
• Able to navigate and confirm cataloging information using the Museum’s proprietary collections database.
• Apply existing data standards to update and build out more robust and accurate object records within the collections database, based on information gleaned during the inventory process. This includes confirming object dimensions and material type.
• Create and submit work requests associated with the inventory project to track art movement, object location, and associated tasks related to the inventory process. This includes but is not limited to tracking artwork movement between storage, conservation labs, and the photo studio.
• May support Collections staff with the physical application of numbering artwork with their accession numbers and ensuring corresponding database records reflect any changes.
• Generate and apply object, inventory, and location labels throughout storage to support overall collection organization and access.
• Improve value and searchability of object records in the database through application of data standards, and creation of subject terms.
• Supports administrative duties such as tracking the supply budget, cost share hours, and compiling statistics and information for grant reporting.

Other Responsibilities

• Upholds the professional standards of his/her field and always acts in a manner that is consistent with the best interests of the museum and will protect and enhance its reputation and standing within the community of museums.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
• Aspires to excellence in all aspects of his/her work and serves as a model for others.
• Maintains confidentiality and discretion with sensitive collection information.
• Suggests methods for improvement for job responsibilities and professional growth.
• Adheres to all CMA protocols, procedures, rules, and policies.

Other Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before museum visitors, donors, staff members, and/or the general public.

Mathematical Skills:

Ability to apply mathematical concepts to assist with the preparation and administration of departmental budgets and other related financial reports.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization may exist. Ability to interpret a variety of instructions furnished in various forms. Ability to exercise sound, independent judgment.

Physical Skills:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use hands to operate, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is regularly required to stand, walk, and sit.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Full-time, working 35 hours per week. The Collections Information Specialist will receive $20/hour for a period of 10 months.  Also, they will be able to participate in the Museum's health, dental, and vision benefits plans.

Anticipated Start Date:  May 26, 2026

Application Materials: Please submit a cover letter, resume, and contact information for 3 references.