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Library & Collections Information Specialist

  • Organisation:Philbrook Museum of Art
  • Location:Tulsa, OK, USA
  • Salary:$38,000 - $45,000

Nestled in 25 acres of beautiful gardens, Philbrook Museum of Art is a 1920s Italianate Villa featuring a dynamic and ambitious program of rotating exhibitions and galleries with selections from an actively growing collection of approximately 16,000 objects. With artworks from Africa, the Americas, Asia, and Europe dating from 3,000 BCE to today, Philbrook is Oklahoma’s most comprehensive art museum and offers visitors a glimpse into a broad range of cultures, time periods, and perspectives. The diverse collection supports a vision of Philbrook as central to the lives of our community as a place for learning, inspiration, and fun. Through bold action and strategic investment, we create a space for new ideas, diverse perspectives, and social connection.

Position Overview

The Library & Collection Information Specialist is primarily responsible for information management related to all museum collections, including the library, archive, special collections, accessioned and non-accessioned artwork, and digital resources. This position manages intellectual and physical access to Philbrook’s library, archive, and special collections and serves as a resource for staff, volunteers, scholars, and the public. In conjunction with the Chief Registrar, this position develops departmental budget, goals, objectives, and priorities. This position supervises and trains interns and volunteers.

Key Essential Responsibilities:

Information Management:

  • Administers  digital information management tools related to the library, archive, special collections, accessioned and non-accessioned artwork, and digital resources.
  • Recommends  and implements appropriate software, policies, and procedures for effective and efficient data management, record-keeping, and access.

Collection Database Administration:

  • Serves as site administrator for database.
  • Performs  or oversees the creation and development of new records and ongoing  clean-up efforts, working together with curatorial staff, interns, and volunteers.

Digital Image Management:

  • Manages collection, library, and archive-related digital image collections, in addition to associated intellectual property rights, including copyright  and licensing.
  • Fulfills image requests for internal and external uses and coordinates photo shoots to document objects and exhibitions as needed.

Library and Archive Development/Management:

  • Oversees the day-to-day activities of the library and archive, including circulation and stack maintenance.
  • Develops and maintains physical collections within the library, institutional archive, and special collections.
  • Creates finding aids as needed.

Reference and Research Services:

  • Develops and implements visitor-friendly policies and procedures for the library,  archive, and special collections.
  • Provides reference and research assistance on a regularly scheduled basis for museum staff, outside researchers, and visitors.


  • Builds  strong relationships across the institution by communicating proactively  and maintaining a professional demeanor and positive attitude.
  • Maintains prompt and reliable attendance in order to successfully perform the duties  of the job.
  • Performs other related duties as assigned.


Maintain prompt and reliable attendance in order to successfully perform the duties of the job.

Equivalent Education/Experience

  • Master’s degree in Library Information Science or the equivalent.
  • At least 1-2 years of related experience, ideally in a museum setting.


  • Expertise in databases and information management standards and best practices.
  • Familiarity with archival / records management principles and practices as well as library services procedures.
  • Fluency in image management, including processing / digitization, cataloguing, storage, copyright / rights management procedures, and standards related to archival and art collections.
  • Detail-oriented, organized, and flexible, able to work independently as well as collaboratively.
  • A  clear communicator with strong interpersonal skills and open-minded outlook.
  • Demonstrates keen cultural sensitivity and handles sensitive information with tact.

Starting Pay – $38,000 – $45,000

Philbrook provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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