collections management, documentation, intellectual property, and the stewardship of culturally sensitive material. Working both independently and collaboratively, they establish and maintain systems that support the collections care, use, and discovery. The Associate Registrar also serves as a critical partner in collections and building management projects and coordinating other essential collections-related activities.
Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Essential Functions
Collections Access and Location Control (30%):
- Facilitate collection access for in-person visits by students, classes, and academic researchers
- Manage location control for SCMA’s collection, overseeing annual inventories for insurance compliance as well as confirming the presence and condition of artworks
- Oversee Cunningham Center location management in coordination with the Cunningham Center Manager
- Direct organization of art storage areas to maximize efficient use of storage space
- Oversee collections objects’ location control during moves including major building projects and renovations
Database Administration (30%)
- Manage SCMA’s implementation of the consortial Five College Collections Management System (Qi/Keepthinking)
- Provide training to SCMA staff and other Smith College stakeholders in both the Qi CMS as well as the Qi public portal
- Liaise with FCI and Keepthinking to resolve database issues and implement software updates
- Serve as SCMA liaison to the consortial Collections Management and Access Committee which sets standards for data governance
Collections Documentation (10%):
- Manage the digitization of the collection including object photography and critical object records
- Maintain confidential paper files relating to the collection in conjunction with the digital files in the Collections Management System
- Create acquisition paperwork and documentation. Create and manage workflows for intake of artworks.
Exhibitions (10%):
- Assist with logistics, paperwork, condition reporting, and installation/deinstallation of exhibitions as needed
- Work with Exhibitions and Loans Specialist to ensure exhibitions documentation is entered into the Collections Management System in a consistent, timely manner
Rights and reproductions (10%)
- Oversee external rights and reproductions requests and fulfilment for permanent collections objects
- Manage copyright permissions and image use for SCMA
- Update Collections Management System with rights and reproductions information and work with artists and artist representatives to gain copyright permissions for new acquisitions
Collections Stewardship (10%)
- Oversee processing and disposition of found-in-collections materials, complying with appropriate abandoned property laws
- Oversee processing of large, previously unprocessed gifts
- Oversee collections logistics of deaccessioning artworks identified through curatorial assessment, including provenance and title research
Perform other duties as assigned by management.
MINIMUM REQUIRED Qualifications:
- Graduate Degree, Field: Museum studies, MLIS, or related
- 5 or more years experience, Area: Museum Collections Management or Registration
Knowledge of: Museum core standards and best practices for Collections Management, relational databases, museum lexica including Getty AAT, legal regulations governing abandoned property, title and provenance laws and regulations, repatriation and cultural protection ethics and regulations, best practices in digital asset management, project management systems and software
Skills: Adobe creative suite, organizational skills and attention to detail, ability to work collaboratively with coworkers throughout the museum
Review of applications will begin August 3, 2026
