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Joan Mitchell Foundation

Monday, December 17, 2018 9:20 PM | Laura DeMuro (Administrator)

Database & Digital Asset Manager

(December 17, 2018)

JOB TITLE: Database & Digital Asset Manager


The Database & Digital Asset Manager helps further the mission and objectives of the Joan Mitchell Foundation's Legacy department by overseeing the systems and processes used to catalog Mitchell’s artwork and to manage and preserve its digital assets, which include digital images of Mitchell’s artwork and digital scans of archival photographs. This position will collaborate with Legacy and Catalogue Raisonné staff, as well as external pre-press specialists, on the color correction and management of digital images of Mitchell’s artwork, and will manage the copyright permissions process at all stages to ensure that Mitchell artworks and quotations are reproduced accurately.


Database and Digital Asset Management

  • Oversee and refine Legacy and Catalogue Raisonné database and digital asset management system, implementing new protocols and standards as needed; manage accounts and permissions
  • Provide administrative oversight of digital assets to ensure day-to-day accessibility and long-term preservation; monitor software environment and ensure regularity and accuracy of server back-ups
  • Implement quality control for all data and metadata to ensure accuracy and consistency; oversee any needed data cleanup and implement controlled vocabularies where appropriate
  • Oversee any needed modifications to the Foundation’s FileMaker Pro database modules, in collaboration with consulting developer; maintain regular communication with colleagues to ensure that database is functioning optimally for their needs; keep policy documentation up-to-date and train team as needed
  • Oversee batch image uploads to FileMaker Pro database; troubleshoot errors in upload process
  • Liaise with pre-press specialists regarding color correction of images of Mitchell’s artwork and production of match proofs for publication use
  • Download finalized artwork image files from pre-press specialist’s platform and upload to Foundation's FileMaker database, ensuring that each file is properly cataloged

Copyright Permissions

  • Process all copyright permission requests for images of Mitchell’s artwork and writings; draft license agreements, review layout and text, provide feedback for color corrections, and ensure compliance with established terms of use; track progress of each request in database and maintain physical documentation files
  • Correspond with publishers, scholars, museum staff, and others regarding image and textual requests; maintain cordial relations while ensuring that images, quotations, captions and credits are consistent with Foundation guidelines; monitor short- and long-term publication deadlines to ensure requirements and conditions of use are met
  • Prepare image files for publication as appropriate; help troubleshoot third-party production issues if they arise


  • Practical experience in a museum, archives, or library setting, including database management, software administration, implementation of standards and best practices, file formatting, image cataloging, data preservation, and electronic distribution of digital images of artworks
  • Thorough working knowledge of standards and best practices for file naming, metadata standards and workflows, file formats for still and video formats, and digital asset management
  • High level of organizational skill, with keen attention to detail and ability to advocate for and implement best practices and policies
  • Experience managing detail-oriented projects start to finish: planning, execution, trouble-shooting and reporting
  • Advanced proficiency with image editing; demonstrated experience with Adobe Photoshop and a strong visual sensibility, particularly in regards to color
  • Master’s Degree in library and information science, archives management, museum studies or related field with five or more years of practical work experience
  • Strong work ethic, and a thorough and detail-oriented approach to all tasks
  • Ability to work independently, with strong time- and project-management abilities
  • Familiarity and ease with Mac based computer systems and FileMaker Pro databases
  • Discretion, tact, patience, pleasant demeanor, and professional work style
  • Excellent written and oral communication skills
  • Commitment to the Joan Mitchell Foundation's mission, vision, purpose, and core values

ADA SPECIFICATIONS (Physical demands that must be met in order to successfully complete the essential functions of the job)

  • While largely sedentary, this position requires the ability to sit, stand, lift up to 20 pounds, speak, and hear, sometimes for extended periods of time.
  • Requires the ability to use a computer including and office equipment traditionally found in office settings

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

To apply: send a cover letter, CV, and salary requirements to jobs@joanmitchellfoundation.org with the subject line “Database & Digital Asset Manager.” No phone calls or visits, please. Applications will be accepted through January 7, 2019.

questions? communications@nycarchivists.org
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