Registrar

Job Summary 

The Registrar is responsible for the physical and documentary preservation and care of the permanent collection and the coordination and management of incoming and outgoing loans and multiple aspects of traveling exhibitions. Oversee and coordinate the full range of routine collections management activities, including but not limited to processing, inventory, storage, housing, location tracking, packing and transport, integrated pest management, environmental monitoring, disaster preparedness, condition reporting, records management, rights and reproductions, object and installation photography, policy and procedure creation and retention and troubleshooting both in storage and exhibition spaces. 

Supervises

Assistant Registrar

Essential Duties & Responsibilities

Collections Care

• Ensure collections care follows standards set by the American Alliance of Museums.
• Maintain and update the Collections Management Policy (CMP) and related SOPs.
• Oversee physical and digital archives, including accession, loan, and exhibition files.
• Manage digital assets, photographs, time-based media, and the digitization of archives.
• Maintain digital file structure and organize museum shared drives.
• Conduct monthly spot checks and periodic full collection inventories.
• Coordinate with Finance for the annual insurance audit and collection value tracking.
• Maintain location records for all collection items, loans, and potential acquisitions.
• Oversee acquisition process: deposit receipts, packing/shipping, condition reporting, documentation, deeds, and database entry.
• Facilitate deaccessions: documentation, packing, transfer, and records updates.
• Monitor environmental conditions using Hobo loggers, generate reports, and liaise with Facilities as needed.
• Lead integrated pest management efforts: inspection, treatment, and quarantine.
• Coordinate conservation efforts, both preventive and interventionist, and maintain treatment records.
• Serve as administrator for Articheck digital condition reporting system.

Exhibitions & Loans

• Collaborate on the planning and execution of 12–15 exhibitions/installations annually.
• Review contracts for registration-related elements.
• Create final object checklists and review gallery labels for accurate attribution.
• Manage loan process (approx. 50–70 loans annually), including traveling exhibitions.
• Prepare and update General Facility Reports and provide climate data to lenders.
• Evaluate facility reports from borrowing institutions and recommend loan approval.
• Draft and review all incoming/outgoing loan agreements using standard templates.
• Assess objects for loan: stability, framing, packing, and other needs.
• Coordinate conservation or framing for borrowed objects as needed.
• Supervise installation and deinstallation of loans, acting as institutional representative.
• Document unpacking and installation, ensuring handling meets industry standards.
• Complete condition reports and maintain associated paperwork and digital files.
• Arrange packing and shipping logistics and coordinate with other institutions.
• Create crate lists and labels and ensure secure transit of artworks.
• Schedule and support couriers visiting the museum for loan installations.

Photography, Rights & Reproductions

• Schedule and supervise photography of collection objects and exhibitions.
• Maintain image archive and update credit line templates with Marketing and museum staff.
• Secure permissions and licenses for use of images in exhibitions and publications.
• Ensure proper labeling and crediting on marketing and PR materials.
• Submit PR image use to lenders for approval, when required.
• Process reproduction requests for collection objects and coordinate hi-res imaging.
• Research copyright status, locate rights holders, and manage license agreements.
• Ensure legal compliance for image use in museum publications.
• Track related budgets and expenses and review proofs for accurate credits.

Collections Management System (TMS Collections)

• Serve as TMS Collections administrator. Manage licenses, updates, and liaison with IT.
• Maintain records: objects, loans, constituents, exhibitions, bibliography, shipping, and media.
• Configure database views and fields, create user accounts, and manage access groups.
• Coordinate system updates and support with Gallery Systems.
• Train museum staff on system use and cataloging standards.

Interdepartmental Coordination & Communication

• Supervise the Assistant Registrar and contractors as needed.
• Coordinate document review and signatures through internal processes.
• Maintain museum calendar and log object movement and events in ArtsVision.
• Attend cross-departmental event meetings and collaborate across teams.
• Respond to public inquiries about the collection.
• Contribute to post-exhibition close-out surveys and reports with other departments.

QUALIFICATIONS:

Education/Experience

•  Bachelor’s degree in museum studies, fine art, art history, history or other relevant discipline with experience in administrative work, object handling and database knowledge essential.

•  Five years of experience in museum collections management, including cataloging, inventory, and object handling, with expertise in art handling, storage, and transportation best practices, and a strong knowledge of museum registration methods per the American Alliance of Museums.

•  Strong computer and organizational skills, good communication skills and attention to detail are essential.

Skills & Abilities

•  Principles and practices of museum exhibit installation and deinstallation

•  Loan scheduling and coordination techniques

•  Knowledge of legal processes for the acquisition and disposal of art 

•  Budget and fiscal management processes and procedures

•  Effectively communicate with others both internally and externally in producing desired exhibitions

•  Knowledge of non-profit copyright and fair use laws

•  Knowledge of art/museum security systems and procedures

•  Working knowledge of Microsoft Office suite, TMS Collections and Articheck required, knowledge of SmartSheet, Sketchup and Conservio preferred

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work requires physical activity; handling of objects that can weigh up to 50 pounds (or greater mass that require mechanical assistance). Standing or walking may occur up to 75% of time. 

Work Environment

The work environment is consistent with general office conditions, with moderate noise followed by long spans of installation in the museum, with exposure to vibrations, noise, electrical connections and outdoor weather conditions. Long periods of standing, exposure to chemicals associated with the conservation and production of works of art.

This position description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

More details on our website: https://secure3.entertimeonline.com/ta/6096756.careers?CareersSearch=&lang=en-US