Registrar

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The Chadwick A. Boseman College of Fine Arts Gallery of Art seeks a Registrar to join our Team. The ideal candidate will be detail-oriented, highly organized, and a talented communicator. The Gallery Registrar is responsible for cultivating the University’s art collection registration management system. The role of the Registrar is central to the day-to-day gallery operation in the registering, inventorying and cataloguing of the art collection. Database management is a key responsibility of the incumbent that includes overseeing the care of the collection and all movements of artworks/objects relating to incoming and outgoing loans. In addition to managing the loans program, the incumbent administers the transport and insurance of works as well as is responsible for art condition reporting and producing conservation referrals. Overall, the Registrar supports the Gallery of Art’s mission to preserve and provide access to the arts while implementing policies and procedures that uphold the best museum practices in collection stewardship.

Supervisory Accountabilities

Formally plans, assigns, directs, and coordinates the work of these functions. Typically, responsible for performing some non-supervisory duties in addition to supervisory responsibilities.

Nature And Scope

Internal contacts include administrators, faculty, staff and students both within the College and University. External contacts include government agencies, sponsor representatives, vendors, visitors, officials, donors, patrons, artists, and the general public.

Principal Accountabilities

Performs all registration duties as assigned by the Co-Director(s) of the Gallery of Art.

Processes art objects, including assigning numbers, tagging, creating curatorial files, issuing changes of location, recording numbers, distributing receipts, and entering records into collections management database.

Oversees The Museum System (TMS) and works with photographers to improve the accuracy and completeness of object information.

Coordinates movement of artworks related to acquisitions, exhibitions, and external and intra-university loans. Arranges art transport. Supervises unpacking and packing of objects. Acts as courier as necessary. Assists with local artwork pick-ups and returns.

Supervises volunteers and interns in data entry and filing projects.

Organizes and supervises Gallery inventories. Assigns numbers to objects in storage. Conducts curatorial research which includes identifying provenance.

Serves as point of contact for potential acquisition and reports all prospective donations to directors.

Works under the direction of the Co-Directors to find permanent storage locations for objects and develop exhibition checklists. Coordinates access to off-site storage facilities.

Creates and maintains condition reports for objects.

Tracks budget for registration and loans programs to report to directorship.

Orders supplies relative to collection management, creates requisitions on Workday, obtains purchase orders, and submits invoices.

Makes appointments for and supervises outside scholars, students, and docents reviewing curatorial files and works of art.

Works with Assistant Director in responding to requests for information about the permanent collection from museums, scholars, and the public.

Assists with special projects: i.e. art appraisal, art storage rehousing projects, installation wall labels, etc.

Assists with the preparation of receptions and ceremonies in the Gallery.

Performs other duties as assigned.

Additional Responsibilities

eMuseum, providing online access to the permanent collection for constituents.

Assists with grant writing, management, and reporting.

Updates Gallery website with current, relevant information; newsletter e-mail list maintenance and distribution.

Facilitates loan agreements and works with Gallery Directorship in preparing Exhibits A with benefits to the University. Prepares term sheets and checklists, submits agreements to the Office of the General Counsel for processing, and obtains signatures for execution.

Secures Certificates of Insurance for submission to Office of Insurance and Risk Services.

Coordinates with Art Resource for image licensing as it pertains to rights and reproductions.

Assists with the 3-D, online experiences, with virtual exhibition curation and arranging 360-degree imaging.

Participates in lectures at conferences related collection research.

Performs opening and closing procedures for Gallery space.

Core Competencies

Must be detail-oriented and be able to work with sensitive and confidential material.

Must be able to work under pressure and in a large organization.

Candidate must possess excellent typing and word processing (both numerical and alphabetical) data entry skills.

Must have experience with Microsoft Office Suite, Adobe Creative Suite, and willingness to learn and use computer applications as needed to perform office tasks, in particular TMS Collections management software for museums and galleries.

Must have experience with domestic and international fine art shipping and logistics.

Must have knowledge of the principles of museum registration and/or collection management with the ability to perform art historical curatorial research.

Must be familiar with various mediums of artwork and working knowledge of light conservation techniques.

Must have knowledge and understanding of the function of a University Art Gallery.

Must possess excellent written and oral communication skills; ability to present information effectively and respond to questions from Gallery staff, external galleries, and potential donors for acquisitions.

Minimum Requirements

Bachelor of Arts degree in Art History, Art Administration, or Studio Arts. At least 5 years of museum/gallery registration and/or collections experience.

Master’s degree preferred.

Regular workdays are Monday-Friday, however daily additional hours and weekend work may be required as needed.

Ability to lift a minimum of 25 pounds.

Must have valid Driver’s License.

Note: This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at any time. This position description is not to be construed as a contract for employment.

Compliance Salary Range Disclosure

Expected Pay Range: $68,182 - $75,000