Sur Gallery is hiring a Collections and Database Coordinator

Collections and Database Coordinator

Start Date: May 13, 2024
Job Type: Part-time (12 month contract), Hybrid position
Hours of Work: 20 hours per week
Pay Rate: $25 per hour
Location: Sur Gallery, Toronto

Application Deadline: April 26, 2024, 11:59pm ET

We are a Toronto-based, not-for-profit arts organization dedicated to implementing art projects, which highlight Latinx and Latin American art in Canada with an emphasis on artistic excellence, critically engaged artistic practices, and hemispheric networks of exchange. Sur Gallery is Toronto’s first gallery space dedicated to the implementation of art projects, which showcase and promote contemporary Latin American and Latinx artistic practices. Our initiatives provide the opportunity for national relevance, and we develop global networks of exchange. Sur Gallery is a project of LACAP (Latin American Canadian Art Projects). To learn more about us visit: and

Job Description:

Reporting to the Director/Curator, the Collection and Database Coordinator (CDC) will be involved in database enhancement, community programming, and research and documentation of ARCHIVO. For the duration of the contract, the CDC, in this context, would play a crucial role in ensuring that the ARCHIVO database is enhanced effectively by completing the upgrade to File Maker Server. The CDC will meet the needs of its users and integrate into the broader institutional framework with the partner contribution. In addition, the CDC will help develop and implement a plan for the future of the position.

The primary responsibilities of the CDC are the following:

  • Database Enhancement:
    Support the second phase of ARCHIVO by expanding ARCHIVO’s searchability and developing a comprehensive understanding feature within the ARCHIVO database. Manage the upgrade to FileMaker Server and bridge the database with partners.
  • Community Programming:
    Overseeing hands-on training sessions for the hybrid- residency candidate to ensure they can effectively navigate, research and complete data-entry in the database.
  • Research and Documentation:
    Carry on with the research by sourcing and preparing images, writing copy, and sourcing information to update the ARCHIVO online database. Continue documenting every upgraded detail of database structure, features, and customization for future reference in the manual. Facilitate any request documentation by researchers, curators, and the wider community.


  • Successful completion of postsecondary education in a related discipline, preferably with a graduate degree in Museums and Archives.
  • Minimum of I year experience of working in heritage, museums, galleries, or universities within an archive or collection.
  • Knowledge of contemporary Latin American art and artists.
  • Proven research skills.
  • Strong critical attention to detail, and problem-solving skills.
  • Excellent oral and written communication skills.
  • Proficiency with collection database programs, database entry, and maintenance.
  • Familiarity with InDesign, Photoshop, Typo 3, and basic web builders (Format, Wix, or Square Space).
  • Proficiency in the use of various operating platforms (i.e. MAC and PC) and applications such as Adobe Suite, Google, Microsoft Office, and Google Drive.
  • High level of professionalism.
  • Experience using online communication platforms such as Zoom for Meetings.
  • Proficiency in French, Spanish, and Portuguese is an asset.

Core Competencies Required for Success:

  • Results-Oriented – Ability to work independently well in often hectic yet creative environment. A high degree of flexibility and ability to maintain deadlines under pressure.
  • Self-Management – Demonstrates initiative and works independently with minimal supervision.
  • Communication – Strong oral and written communication skills. Demonstrated skills in interpersonal relations, communication and problem-solving.
  • Proficiency with MAC – Computer software and applications competency.
  • Database Proficiency – Preferably with collection database with programs such as FileMaker database entry and maintenance.

Deadline: April 26, 2024, 11:59pm ET, or until the position is filled.

To apply for this position please email us at with your letter of intent, resume, and 2 references. We will only contact you if we schedule an interview.

Sur Gallery
39 Queens Quay East, Suite 100
Toronto, ON M5E 0A5