Registrar And Collections Manager

Museum of Art and Archaeology

The registrar and collections manager will play an integral role in the re-opening of the Museum of Art and Archaeology in its new location in the historic Ellis Library at the heart of the university’s campus. Reporting to the Museum curators, the registrar and collections manager assists in maintaining the physical safety, security, conservation and care, orderly organization, documentation, and availability for access of the Museum’s permanent collections objects, borrowed objects, and other such materials (“objects”) in the custody or care of the Museum. Additionally, the registrar is responsible for the maintenance and organization of all Museum hardcopy and digital records. Initially, this position will help complete the reorganization of the Museum’s collections and collections records in their new locations and assist with the reinstallation of the permanent collections galleries.

This is an ideal position for a highly motivated individual looking to work in museum administration. The successful candidate will have characteristics that include an enthusiastic and positive attitude, initiative, diplomatic demeanor, exceptional attention to detail, superior problem-solving skills, and sound judgement.

In this role, the registrar and collections manager’s duties include:

• Making recommendations on budgetary requirements for collections, preservation, and storage, and purchasing collections-related materials
• Developing and managing an integrated pest management system
• Object Care:
  • Subject to the direction of the appropriate Museum curator for the objects in question, overseeing and providing proper care, preservation, environmental conditions monitoring, and collection storage, including objects on exhibit
  • Maintaining and revising when necessary the Museum's collection management and registration policies, procedures, and professional practices, ensuring that the Museum and staff are kept abreast of new developments in collections care best practices
  • Assisting the curators and preparator with exhibition installations and deinstallations as requested
  • Coordinating and documenting incoming and outgoing loans to and from other institutions or from individuals for exhibits and other uses, including making shipping arrangements and initiating requests for packing, and verifying risk management/insurance coverage
  • Managing conservation projects initiated by curators or the director, including working with conservators and maintaining records of conservation work
  • Developing and managing an integrated pest management system
  • Coordinating issues relating to the Museum’s infrastructure as they relate to collections and object care
• Documenting any incidences involving damage to collection objects or loaned objects, promptly submitting reports to the director and the appropriate curator
• Supervising any student assistants or interns assigned to the registrar/collections manager
• Documentation:
  • Detailing, organizing, and maintaining permanent collection and reserve collection records relative to care, identification, publication and bibliographical citations, location, and custody of objects, as well as any legal and ethical requirements, insurance, and valuation
  • Documenting any incidences involving damage to collection objects or loaned objects, promptly submitting reports to the director and the appropriate curator
  • With curator input, cataloging new acquisitions, including descriptions, numbering or labeling, arranging photography, and identifying storage space
  • Updating photography of permanent collection objects as needed
  • Maintaining the Museum’s digital collections management system, including training other staff and students, as well as granting and tracking database access rights and ensuring regular and secure offsite backups
  • Conducting collections inventories as scheduled by the collections committee, approximately every seven years
• With curator input, cataloging new acquisitions, including descriptions, numbering or labeling, arranging photography, and identifying storage space
• Assisting with fundraising activities, including contributing to grant applications or serving as PI on grants as appropriate
• Coordinating issues relating to the Museum’s infrastructure as they relate to collections and object care
• As requested by the curators, overseeing interns, students, volunteers, or others working in collections storage or with collections objects
• Forwarding inquiries or applications for access to or publication of collection objects or associated documentation to the appropriate curator or Museum director for assessment/approval
• General:
  • Maintaining and updating as necessary the Museum’s general facility report
  • Making recommendations on budgetary requirements for collections, preservation, and storage, and purchasing collections-related materials
  • Assisting with fundraising activities, including contributing to grant applications or serving as PI on grants as appropriate
  • Advising the director and curators regarding issues of provenance, title, collection needs, collections management, loan, rights and reproductions, and internal collections management policies and procedures
  • Supervising any student assistants or interns assigned to the registrar/collections manager
  • Other duties as assigned
• Maintaining the Museum’s digital collections management system, including training other staff and students, as well as granting and tracking database access rights and ensuring regular and secure offsite backups
• Subject to the direction of the appropriate Museum curator for the objects in question, overseeing and providing proper care, preservation, environmental conditions monitoring, and collection storage, including objects on exhibit
• Other duties as assigned
• Managing conservation projects initiated by curators or the director, including working with conservators and maintaining records of conservation work
• Updating photography of permanent collection objects as needed
• Advising the director and curators regarding issues of provenance, title, collection needs, collections management, loan, rights and reproductions, and internal collections management policies and procedures
• Detailing, organizing, and maintaining permanent collection and reserve collection records relative to care, identification, publication and bibliographical citations, location, and custody of objects, as well as any legal and ethical requirements, insurance, and valuation
• Conducting collections inventories as scheduled by the collections committee, approximately every seven years
• Coordinating and documenting incoming and outgoing loans to and from other institutions or from individuals for exhibits and other uses, including making shipping arrangements and initiating requests for packing, and verifying risk management/insurance coverage
• As requested by the curators, facilitating student, faculty, or public access to and utilization of collections for research or exhibitions, including scheduling of collections areas for any such uses as needed and maintaining general records of access to objects (the detail of such records may vary depending on the type of access granted)
• Maintaining and revising when necessary the Museum's collection management and registration policies, procedures, and professional practices, ensuring that the Museum and staff are kept abreast of new developments in collections care best practices
• Access:
  • Managing rights and reproduction policies, image access, and image use permissions related to the Museum’s collections (obtaining curator consent for permissions)
  • Forwarding inquiries or applications for access to or publication of collection objects or associated documentation to the appropriate curator or Museum director for assessment/approval
  • As requested by the curators, facilitating student, faculty, or public access to and utilization of collections for research or exhibitions, including scheduling of collections areas for any such uses as needed and maintaining general records of access to objects (the detail of such records may vary depending on the type of access granted)
  • As requested by the curators, overseeing interns, students, volunteers, or others working in collections storage or with collections objects
• Assisting the curators and preparator with exhibition installations and deinstallations as requested
• Maintaining and updating as necessary the Museum’s general facility report
• Managing rights and reproduction policies, image access, and image use permissions related to the Museum’s collections (obtaining curator consent for permissions)

8:00 a.m. - 5:00 p.m., Monday - Friday

Occassional evenings and weekends, with some travel required.

A Bachelor's degree in related/ relevant area or an equivalent combination of education and experience and at least 2 years of experience from which comparable knowledge and skills can be acquired is necessary.

• Exceptional written and oral communications skills
• Exceptional attention to detail in all aspects of record management
• At least two years of full-time museum collections management or similar experience
• MA or PhD in anthropology/archaeology, history, art history, museum studies, visual studies, or an immediately-related field is strongly preferred.
• Competence using technology

Cover letter, resume, and 3 professional references

This position is eligible for University benefits. The University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, and educational fee discounts. For additional information on University benefits, please visit the Faculty & Staff Benefits website at http://www.umsystem.edu/totalrewards/benefits

Values Commitment
We value the uniqueness of every individual and strive to ensure each person’s success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research and engagement.

Equal Employment Opportunity

Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Director of Employee and Labor Relations at 573-882-7976.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.

Know Your Rights

To read more about Equal Employment Opportunity (EEO) please use the following links:

• Know Your Rights English Version
• Know Your Rights Spanish Version