Assistant Registrar for Permanent Collections

Collections Management

The Assistant Registrar supports the Director of Registration and the Registrar for Permanent Collections with the primary oversight and care for the permanent collection of the Museum. They maintain the integrity and function of the KE-Emu (or equivalent) collections management database, troubleshoot database issues, and update data standards documentation.

• Maintain and update in-house data standards documentation and user's manual related to Assistant Registrar’s job-related functions.
• Work with Museum staff to maintain data quality input into the database.
• Follow American Alliance of Museums (AAM) guidelines and Museum Policy to determine and implement best practices and ethics for Museum Registration.

Loans To The Museum’s Permanent Collection And Exhibitions

The Assistant Registrar processes incoming loan agreements, prepares and executes related Registration paperwork, coordinates packing, shipping, and entering/exiting works of art, produces condition reports, ensures tagging, measuring, digital photographing, and proper storage, and closes out loan files.

• Negotiate incoming loan agreements for the art galleries.
• Prepare and execute related Registration paperwork such as temporary receipts, outgoing memorandums, re-entry memorandums, loan agreements, and insurance.
• Coordinate packing, shipping, and process entering and exiting works of art for incoming loans.
• Produce condition reports and ensure that art is tagged, measured, digitally photographed, and properly stored.
• Close out hard-copy and digital loan files upon completion of the loan.

Art Handling And Transit

The Assistant Registrar coordinates and books fine art shippers within budget, maintains finance records in purchase ordering system and registration ledger, accompanies works of art as a courier domestically, internationally, and with traveling exhibitions, and assists with the movement, installation, and deinstallation of works of art and exhibitions, including shipping, unpacking, and packing.

• Coordinate and book fine art shippers within budget.
• Maintain finance records in purchase ordering system and registration ledger.
• Accompany works of art as a courier domestically, internationally, and with traveling exhibitions.
• Assist with the movement, installation, and deinstallation of works of art and exhibitions, including shipping, unpacking, and packing.

Department Support

The Assistant Registrar assists with Museum’s collections inquiry mailbox, performs as a staff liaison, prepares and types routine correspondence, collaborates with the Registration and Collections Support staff to produce and maintain the weekly Registration Department Schedule, provides department-related support as needed, and is available to work limited hours outside of normal museum hours for after-hours emergencies and/or artwork shipments.

• Address Museum’s collections inquiry mailbox, perform as a staff liaison, prepare and types routine correspondence, collaborate with the Registration and Collections Support staff to produce and maintain the weekly Registration Department Schedule, provide department-related support as needed, and be available to work limited hours outside of normal museum hours for after-hours emergencies and/or artwork shipments.

Other Duties

The Assistant Registrar assists with inventories of the collection, serves as supervisor to interns or volunteers, and possesses knowledge of digital photography media.

Essential Job Functions

• Exercise discretion and judgment in actively managing both the Museum’s collection and works of art owned by other institutions or individuals that are part of temporary exhibitions or otherwise on loan to the Museum.
• Maintain confidentiality.
• Possess knowledge of registration standards and functions.
• Possess art handling skills and knowledge of art packing procedures.
• Possess strong computer skills and proficiency in use of software programs used by the Registration department including, but not limited to, Word, Access, Excel, and Outlook.
• Perform general administrative duties such as preparing paperwork, filing, and copying.
• Complete special projects and basic research as assigned.
• Possess excellent organizational, interpersonal, and effective communication skills.
• Be detail-oriented with strong attention to accuracy.
• Possess strong note taking and proofreading skills.
• Be capable of meeting deadlines with minimum supervision.
• Possess the ability to write reports, business correspondence, and procedure manuals.
• Possess the ability to function as staff liaison and to effectively present information and respond to questions from managers, board members, staff, and the public.
• Possess the ability to calculate and analyze numbers and perform basic mathematical equations.
• Possess the ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Be able to produce and maintain various schedules.
• Possess the ability to do multiple tasks, prioritize them, and work with frequent interruptions.
• Serve as supervisor to interns or volunteers.
• Possess knowledge of digital photography media.