What are the responsibilities and job description for the Assistant Registrar for Gilcrease Museum position at The University of Tulsa?
Posting Details
Position Information
Position Title
Assistant Registrar for Gilcrease Museum
Job Description
Job Summary:
The Assistant Registrar is a vital member of the Collections Department at Gilcrease Museum. This position reports to the Registrar and is responsible for providing skilled assistance to the department staff in all duties regarding the care, management, and documentation of the Art Collection as well as execution, organization and maintenance of orderly forms, legal documents, files, and database associated with acquisitions, deaccessions, loans, and exhibitions. Works closely with the Director of Collections and Chief Registrar, and works collaboratively with conservators, collection stewards, curators, and preparators to ensure communication and coordination between internal teams. The Assistant Registrar is expected to be knowledgeable of best practices in the field of Registration, with professional experience working at museum, art galleries, or cultural institutions.
Essential Functions (Responsibilities):
- Under the supervision of the Registrar, assist with intellectual and physical control and care of museum holdings, including loans and permanent collection items.
- Assist with development and implementation of policies and procedures relating to the collections.
- Manage the creation of basic object, loan, shipment, and exhibition records in The Museum System (TMS); update TMS data as needed.
- Create and maintain loan documentation, including crating and packing lists, insurance, shipping receipts, and condition reports.
- Organize the receipt and return of collection items, including coordination with external Registrars, shippers, as well as internal staff (Preparators) coordination for handling, packing/unpacking, and crating.
- Organizes and participates in periodic inventories of collection items and collection maintenance activities, including cleaning collection storage spaces, and items on display.
- Responsible for maintaining accurate object location information in TMS. Tracks collections item locations for Preparators, Conservation, and Photography.
- Assist the Registration and Exhibition team with the movement, installation, and deinstallation of objects and exhibitions.
- Accession objects into the permanent collection, as well as deaccession items and records from the museum’s collections. Includes coordination with other staff including Conservation, Curatorial, Collections stewards, Preparatory and Photography.
- Handles collection objects for which the Gilcrease Museum has assumed responsibility, including objects in the permanent and display collections, loans to the Museum, and objects on temporary deposit with the Museum for any purpose. Coordinates with Preparators for handling assistance when items are large.
- Maintain and revise Registration documentation systems. Responsible for long-term preservation of Registration documentation, including filing, and scanning of documents. Works with Museum Archivist to move appropriate materials to the Institutional Archive.
- Assesses and purchases collections storage and registration materials and supplies.
- Assists with supervision and training of interns, volunteers, or contract staff.
- Performs additional tasks or accepts other responsibilities as requested.
Required Qualifications:
Knowledge/Skill/Ability
- Knowledge of and experience with best practices in handling and care of collection material and documentation; housing; object packing, crating, and shipping techniques.
- Extremely high proficiency with software and databases, including applications such as Microsoft Office, Outlook, TMS, and aptitude with principles of collections management database systems.
- Self-motivated and able to manage time and prioritize takes in order of importance to meet deadlines. Ability to work on a variety of projects concurrently efficiently and effectively, with attention to the goals and priorities of the Registration department and the Museum.
- Ability to establish and maintain effective working relationships with internal museum colleagues, volunteers, and interns, ability to represent the Museum professionally and effectively to outside professionals, lenders, donors, and members of the community.
- Ability to maintain a high level of confidentiality.
- Extremely high level of accuracy and attention to detail.
- Demonstrated practice of establishing effective priorities and meeting deadlines.
Equivalent Education/Experience
- Master’s degree in museum studies, Art, Art History, History, Anthropology or a similar field required.
- Minimum 1 year experience working in a museum with collection items, preferably in Registration. Knowledge and experience with museum registration methods and techniques preferred.
- 3 years or more experience working in museum Registration office.
Special Job Dimensions:
Work requires working with confidential donor information.
Note: The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed. They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from day-to-day. Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description.
Required Qualifications
Preferred Qualifications
Knowledge and experience with museum registration methods and techniques preferred.
Physical Demands
Walking and standing; occasional lifting, carrying, pushing, and pulling up to 50 pounds; frequent use of visual acuity, depth perception, color vision, field of vision and accommodation; frequent reaching, balancing, kneeling, bending, handling, climbing, and twisting; and speech and hearing sufficient to perform essential tasks.
Posting Detail Information
Posting Number
S994P
Open Date
03/31/2025
Close Date
Open Until Filled
Yes
Special Instructions to Applicants
Advertising Summary
EEO Statement
EEO Statement
Eeo Statement Summary
The University of Tulsa seeks to recruit and retain talented students, faculty and staff from diverse backgrounds. The University of Tulsa is an affirmative action/equal opportunity employer and encourages qualified candidates across all group demographics to apply. The University does not discriminate on the basis of personal status or group characteristic including, but not limited to race, color, religion, national or ethnic origin, age, sex, disability, veteran status, sexual orientation, gender identity or expression, genetic information, ancestry, or marital status. The University of Tulsa is an Equal Opportunity Employer including Disability/ Veteran.
