Job Description
Department:
Museum Administration and External Affairs
Pay Rate Type:
Salary
Employee Type:
Job Summary:
Job Purpose
The Museum Digital Systems Manager is responsible for the administration, integration, and ongoing development of the Colby College Museum of Art’s digital collections infrastructure. This role oversees the museum’s collections management system (EmbARK), associated digital assets, and supporting technical systems that enable access to collections across web, interpretive, and external platforms.
The position requires development-level technical expertise combined with a strong understanding of museum collections, metadata standards, and digital asset management. The Museum Digital Systems Manager collaborates closely with museum staff, Colby College Information Technology Services (ITS), Communications, and external partners to ensure secure, reliable, and scalable digital systems that support teaching, research, and public engagement.
THE MUSEUM AND ITS MISSION
Located in Waterville, Maine, the Colby Museum opens access to art and artists for the Colby community, for Maine residents and visitors, and for audiences beyond, creating a forum for experimentation, research, dialogue, and connection. We grow and use our stellar collection in ways that activate the power of art to expand imagination and forge new connections, fostering a more open, creative, and compassionate society. We teach to inspire and open possibilities, so that students at Colby and other visitors can become more curious, nimble, and able to contribute within a changing world, in keeping with Colby’s dynamic liberal arts mission. We incubate art scholarship and practice in ways that explore and expand how the idea of America is understood and how art is made, interpreted, and shared. We do so by supporting new research, providing mentorship, and convening a diversity of people and perspectives. The Lunder Institute for American Art and our exhibitions, programs, and publications facilitate field-wide impact. We are committed to our audiences, including the Colby College community, residents of Waterville and the broader Maine region, national and international visitors, and the artists, scholars, and partners with whom we collaborate.
Essential Functions
To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. Colby College supports the Americans with Disabilities Act and is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.
Museum Collection Database & Digital Asset Administration (Primary Responsibilities)
- Administer and maintain the museum’s EmbARK collections management system, including configuration, data integrity, troubleshooting, and ongoing enhancements.
- Manage digital assets and metadata, ensuring consistent cataloging standards and accurate, up-to-date collections records.
- Collaborate with curatorial and collections management staff - particularly the Registrar for Collections and the Senior Manager of Collections and Registration - to support documentation, reporting, and collections workflows.
- Develop, maintain, and deliver staff training, documentation, and front-line support related to EmbARK and related systems.
- Generate operational and analytical reports using Crystal Reports.
- Implement and monitor security protocols, backup procedures, and data integrity controls.
- Maintain and troubleshoot supporting technical infrastructure, including:
- Custom IIIF image compression scripts
- Cloud-hosted image server environments (PaaS)
- SaaS-hosted Elasticsearch services for public collections search
- EmbARK Web Kiosk export templates
- Provide front-line EmbARK client support, including installation, maintenance, and issue resolution
Digital Applications, Integrations & Systems Support
- Partner with Colby Communications, ITS, and external vendors to maintain and enhance integrations between EmbARK and the museum’s website and other digital platforms.
- Administer and support the museum’s Airtable environment, including base design, optimization, integrations, training, and troubleshooting.
- Monitor and analyze performance metrics for the museum’s website, social media, and email platforms; prepare reports and recommend improvements as appropriate.
- Support the preparation and delivery of digital collections content and metadata to external platforms (e.g., Bloomberg Connects), ensuring quality and standards compliance.
- Coordinate with museum departments to document digital workflows, maintain data standards, and implement improvements to digital content management practices.
- Serve as a resource for staff on digital tools, helping evaluate new applications and refine existing systems in alignment with museum and college digital strategy.
Position Qualifications
Education and/or experience:
- Bachelor’s degree in Computer Science, Information Technology, Digital Curation, Digital Marketing, or a related field, or an equivalent combination of education and experience.
- Experience administering databases or collections management systems; EmbARK or similar museum platforms strongly preferred.
- Demonstrated development-level technical skills, including:
- Working knowledge of Python (web and systems integration)
- Experience with search technologies such as Elasticsearch or Algolia
- Knowledge of image file formats and image processing frameworks (e.g., ImageMagick)
- Experience with reporting tools (e.g., Crystal Reports)
- Understanding of git-based development workflows
- Experience with or understanding of CI/CD environments; familiarity with GitHub and GitHub Actions preferred.
- Experience with or understanding of cloud-hosted infrastructure, including PaaS environments and CDN services (e.g., Cloudflare).
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities independently.
- Excellent communication and interpersonal skills, with the ability to collaborate across technical and non-technical teams.
- Knowledge of copyright, digital rights management, and best practices in asset management.
- Commitment to the role of museums and the arts in education, public engagement, and fostering an inclusive and equitable workplace.
Physical/Mental Demands
The physical demands and work environment characteristics described here reflect what is typically needed to perform the essential functions of this position and what may be experienced while carrying out those duties. . Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy.
- This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs.
- In this role, the employee will interact with members of the public and others in a variety of situations and conversations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role.
- This position includes regular movement throughout office spaces, hallways, meeting rooms, and other campus locations.
- Daily work may involve extended use of a computer, including keyboard and mouse
- Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds or, in more physically demanding roles, up to 50 pounds.
- Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed.
- The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills..
- The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity.
To Apply:
Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application.
