Registrar & Assistant Collections Manager

Job Summary

The Registrar & Assistant Collections Manager is responsible for the organization, documentation, care, and movement of the museum’s permanent collection and incoming/outgoing loans. This position ensures the highest professional standards in collections stewardship while supporting exhibitions, research, and teaching. Working as part of a small, collaborative team, the role combines detailed administrative oversight with hands-on collections management.

Key Responsibilities

Registration & Collections Documentation

• Maintain and manage accurate, up-to-date collections records in the museum database
• Oversee accessioning, deaccessioning, and cataloging processes in accordance with institutional policies and ethical standards
• Organize and maintain physical and digital object files, including provenance, exhibition, and conservation records
• Manage incoming and outgoing loan documentation, temporary custody, and acquisitions including contracts, condition reports, and correspondence

Collections Care & Management

• Assist in the physical care, handling, storage, and inventory of the permanent collection
• Monitor environmental conditions (temperature, humidity, light) and implement best practices for preventive conservation
• Adheres to collections pest management and cleaning schedule
• Conduct regular inventories and location tracking of objects
• Coordinate conservation needs and liaise with external conservators when necessary
• Provides assistance with packing, shipping, and rehousing collection objects

Exhibitions & Installations

• Coordinate logistics for exhibitions, including packing, shipping, courier arrangements, and installation/deinstallation
• Prepare and maintain condition reports for objects entering and leaving the museum
• Assist with exhibition layout and object handling in collaboration with curatorial staff

Risk Management & Compliance

• Ensure compliance with legal, ethical, and professional standards (e.g., AAM guidelines).

Access & Research Support

• Facilitate access to the collection for faculty, students, and researchers
• Support class visits, study sessions, and object-based learning
• Respond to internal and external collection and research inquiries

Administrative & Collaborative Duties

• Contribute to policy development and procedural improvements related to collections management
• Mentor, train, supervise student workers, interns, and volunteers as needed
• Collaborate across departments to support the museum’s academic and public mission, including programming

Preferred Qualifications

• Master’s degree in museum studies, art history, or related field
• Experience in a university or academic museum setting
• Knowledge of copyright, provenance research, and cultural property issues
• Experience with digital asset management and photography documentation
• At least one year of collections database management or similar program
• Knowledge of museum collections database systems (e.g., PastPerfect, TMS, or similar)

Physical Requirements

• Ability to lift and move artworks and materials (up to ~40 lbs)
• Work may involve frequent bending, squatting, stooping, climbing, and sitting and standing for prolonged periods
• Possess basic skills in tools used for packing, unpacking, and installation of artwork
• Manual dexterity for safe object handling
• Must have a valid driver's license