Project Specialist, IMLS GRANT Project

The San Diego Air & Space Museum in Balboa Park seeks a full-time Project Specialist to join our team to support a three-year grant project to improve, strengthen and optimize the Museum’s collection care and management systems. The grant period begins October 1, 2023.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other characteristic protected by law.

To apply, please submit your resume and cover letter to

Position Summary

The Project Specialist will oversee Phase 3 of an IMLS project to implement a new integrated Collections Management System (CMS) across all Museum collections: curatorial, library, archives, and with the digital asset management system (DAMS). This high-level upgrade will meet the growing needs of our staff and collection records, save time and money by eliminating duplicate workflows, centralize the Museum’s registration process, and create a unified public portal to dramatically increase discoverability and access to our collection.

Duties & Responsibilities

  • Adhere to current standards for accessioning and cataloging collections.
  • Assist with the migration of data from the existing Library and Curatorial systems to a new CMS.
  • Catalog current and update past artifact records into the Museum’s new collection management system, using appropriate and consistent metadata, and photograph each object for uploading to the system.
  • Oversee the ingestion of external collections records into the new CMS (in excel and paper format).
  • Track and report on the progress of the project.
  • Perform other duties as assigned.

Education & Experience Requirements

  • B.A. degree in museum studies, history, or related field, with two additional years of related experience demonstrating progressively responsible positions working with a collection.
  • Seven years of related work experience may be considered.

Knowledge, Skills, and Abilities Required

  • Demonstrated knowledge of professional museum standards and ethics.
  • Experience with collections management databases, cataloging standards, and assigning metadata.
  • Knowledge and understanding of curatorial principles, methods, procedures, and techniques.
  • Knowledge and understanding of library and archives principles, methods, procedures, and techniques.
  • Skill in organizing resources and establishing priorities.
  • Strong interpersonal skills and ability to deal effectively in a team environment.
  • Strong ability to communicate effectively, both orally and in writing.
  • Strong computer skills and knowledge, including, but not exclusive to, database management, spreadsheet, and digital imaging.

Preferred Experience and Skills

  • Experience with Past Perfect software, or other related Collection Management System (CMS).
  • Experience with EOS software, or other Integrated Library System (ILS).
  • Strong organizational skills and project management tracking.
  • Knowledge of aerospace history and technology and appreciation of relevance represented by the Museum collection.

Working Conditions

While performing the duties of this position, the employee is required to sit at a desk, use hands, communicate via telephone and computer, reach with hands and arms, and lift up to 30 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Museum is a nonsmoking, drug-free workplace. A criminal background clearance is required prior to a final offer of employment.


This is a grant-funded position. Compensation is $21.63 per hour in year 1, $22.60 in year 2, and $23.56 in year 3, plus benefits for full-time employment.

Application Process

Please submit your resume and cover letter to Only candidates selected for interviews will be contacted. Thank you for your interest!

San Diego Air & Space Museum

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