Project Coordinator, Collections Database Migration (18 Months)

The City of Markham is proud to be recognized for the 5 th consecutive year as one of Canada’s Best Employers by Forbes and Statista Inc. In 2025, the City of Markham is ranked 2nd among municipalities in Canada and 12th overall for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 366,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being accepted for the above position in the Economic Growth, Culture and Entrepreneurship Department, Development Services Commission. To apply, please submit your cover letter and resume online by June 25, 2025.

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JOB SUMMARY
Markham Museum and the Varley Art Gallery are seeking a detail-oriented and knowledgeable Project Coordinator: Collections Database Migration to work alongside an ITS project manager and support the migration of collections data for four stakeholders. This role involves mapping data between systems; coordinating project team meetings, liaison with selected vendor; documenting workflows; reviewing, cleaning, and standardizing existing records in our collections management system (MIMSY XG 1.6); as well as assisting with related documentation and data management tasks.

KEY DUTIES AND RESPONSIBILITIES

• Conduct data hygiene and cleanup of existing collections records in MIMSY XG 1.6
  • Identify and correct inconsistencies, missing fields, table links, and duplicate entries
  • Batch standardize images and other media and prepare for linking in new system
  • Standardize terminology and metadata in accordance with institutional guidelines
• Work closely with the Collections and IT teams to prepare data for export and migration. Monitor field usage by departments for conflicts and recommend alternative strategies when feasible
• Document data structures, procedures, and workflows related to the migration. Monitor schedules and budgets and track project milestones.
• Prepare local user manuals for new system to be implement for use by staff, students, interns and volunteers and assists with the development of policies related to collection management
• Design and customize a suite of reports for data export
• Support staff with data entry and retrieval as needed during the transition period
• Other duties as assigned

REQUIRED SKILLS & COMPETENCIES

• Post Graduate Degree or Diploma in Museum Studies, Public History, History, Art History, Archaeology, Natural or Social Sciences
• 1 to 3 years of experience working with collections management systems in the GLAM sector (Galleries, Libraries, Archives & Museums)
• Knowledge and understanding of current best practices in collection management registration methods related to museums, galleries and archives.
• Knowledge of documentation standards (e.g. CHIN, Spectrum, CCO/Nomenclature and the Rules for Archival Description)
• Proficient computer skills, especially with relational databases for collection management (especially Mimsy XG 1.6)
• Knowledge of standards for storage of digital media (images, sound and video) and metadata
• Knowledge of Copyright Act, MFIPPA (Municipal Freedom of Information and Protection of Privacy Act), Cultural Property Export and Import Act, Ontario Heritage Act
• Knowledge of Crystal Reports is an asset
• Strong attention to detail and commitment to data accuracy
• Ability to work independently and collaboratively as part of a small team
• Ability to take initiative
• Excellent organizational, time management and communication skills
• RPAL (Restricted Possession and Acquisition License) for firearms is desired (or ability to secure one)
• Ontario Class ‘G’ driver’s license and reliable transportation to various City of Markham venues
• Capacity to perform work requiring lifting up to 40 lbs., complete transfers of objects from shelves or art racking to carts or tables, and may require use of stairs/ladders

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behavior and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.

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