Museum Registrar

About the role

The Registrar is part of the Vanderbilt University Museum of Art (VUMA) and is the key individual contributor responsible for overseeing all aspects of the care, safety, handling, and documentation of the museum’s art collection. The position develops and implements collections management standards, policies, and procedures. The Registrar also helps educate museum staff, students, and other interested parties in best practices and contributes to a lively exhibition and public engagement program.

Responsibilities

• Creates and maintains records encompassing the museum’s art collection and exhibitions in a collection database and physical form.
• Acts as onsite database administrator for the museum’s collections management system, Zetcom/eMuseum. Generates reports as needed.
• Oversees cataloging and lexicon standards for the collection in conjunction with other museum staff and in accordance with best practices.
• Collaborates with curatorial and education staff to ensure accuracy of all electronic- and print-based collection-related information and conformity to museum standards of quality and consistency.
• Maintains regular communications with Vanderbilt office of risk management for collections and loan insurance‐related purposes.
• Photographs works of art in in-house photo studio and oversees the digital image library and photography needs for collections and exhibitions.
• Manages the museum’s photographic services, including rights and reproductions.
• Maintains public online access to collection database (eMuseum+).
• Manages logistical issues surrounding local, domestic, and international incoming and outgoing loans, including soliciting bids and contracting shippers, tracking shipments and expenses, developing loan contracts, and generating condition reports.
• Manages conservation projects, including correspondence with conservators, maintenance of records, and loan paperwork and transit.
• Maintains regular communications with Vanderbilt office of risk management for collections and loan insurance‐related purposes.
• Develops and enforces care and safety protocols for the permanent collection, including handling, storage, and general art movement.
• Supervises art handlers during installation and deinstallation.
• Supports multiple aspects of the deaccession process including the creation of deaccession proposal documents and disposal/transfer documents, the physical packing and shipping of the objects to their disposal location (transfer, auction, destruction, etc.), and record updates for deaccessioned objects both in the museum’s database and the museum archive.
• Functions as part of a collaborative and collegial museum team and contributes to exhibition and public programming planning, including establishing budgets.
• Participates in exhibition production including handling, installation and deinstallation, moving, storing, and packing and unpacking of artwork.
• Supervises art handlers during installation and deinstallation.
• Manages art shipments including the tracking of objects, confirming that crates are properly staged.
• Manages the schedules and accommodations for visiting couriers, creating courier packages, and requesting honoaria.
• Acts as the point of contact for couriers while they are in the museum.
• Stays up to date on best practices in the field.
• Other duties as assigned.

Requirements

• A Bachelor of Fine Arts or Bachelor of Arts with a focus on art history, museum studies, art, or library science from an accredited institution of higher education is necessary.
• A Master’s degree in art history, museum studies, Master of Library Science with graduate level coursework in art history, or similar from an accredited institution of higher education is preferred.
• 3-5 years of experience is necessary; experience with a major collections move is preferred.

Skills

• Knowledge of collections management and museum registration best practices is necessary.
• Knowledge of museum standards for the care, preservation, and display of works of art and historical objects is necessary.
• Proficiency in both PC and Mac platforms and strong computer skills including experience with Microsoft Office, Photoshop, and collections management software is necessary.
• Knowledge of and experience working with digital image file formats, file format conversion and related software, and image-editing applications is necessary.
• Demonstrated interpersonal and written communication skills, as well as the ability to work effectively with diverse constituents including donors, collectors, faculty, students, researchers, community members, and staff.
• Availability to work a flexible schedule that includes evenings and weekends is necessary.
• Ability to lift, move, and pack items up to 50 lbs. and climb a ladder is necessary.
• Experience creating metadata records and performing authority control is preferred.
• Knowledge of best practices and experience with handling a variety of art objects and materials is preferred.
• Experience creating faithful digital images of artwork is preferred.
• Experience managing digital preservation projects is preferred.
• Must possess a valid driver’s license or be willing to get a valid driver’s license.