Project Registrar

Details

Classification:
Non-Exempt, Temporary, Fulltime

Location:

Milpitas, CA

The Project Registrar is responsible for executing the day-to-day activities of a three-year, IMLS-funded project to complete a comprehensive inventory of more than 40,000 artifacts in CHM’s collection. The work includes the systematic and safe retrieval of artifacts from storage, confirming or updating artifact locations in the collections management system (CMS), taking high-quality photographs, returning artifacts to their correct locations, and documenting completed work in the project tracker.

Collections Volunteers will assist with the inventory once a week. The Project Registrar will work closely with the Project Manager and Collections team to ensure the inventory is completed accurately, safely, and according to established collections management practices.

• Conduct the inventory and photography of more than 40,000 artifacts in CHM’s collection in accordance with established project procedures and collections management standards.
• Systematically retrieve, handle, document, and return artifacts to their appropriate storage locations using safe artifact-handling practices.
• Verify artifact locations and collection information against records in the collections management system (CMS) and update records as needed.
• Take, process, and consistently name high-quality reference photographs of inventoried artifacts for inclusion in the CMS.
• Maintain accurate and timely documentation of inventory progress in the project tracker.
• Add required inventory documentation to catalog records to indicate whether artifacts were located during the project.
• Identify and document artifacts that cannot be located and flag associated records for additional investigation and reconciliation.
• Identify uncatalogued, misidentified, or otherwise unresolved artifacts and refer them to the Project Manager and appropriate Collections or Curatorial staff for further review.
• Monitor progress toward established inventory goals and communicate issues, discrepancies, or barriers that may affect project timelines or accuracy.
• Work collaboratively with the Project Manager, Collections staff, Acquisition Registrar, and Collections Volunteers to support consistent inventory and documentation practices.
• Follow CHM policies and procedures related to collections care, storage, documentation, workplace safety, and security.
• Perform other collections-related duties as needed to support successful completion of the grant-funded project.

The qualities and behaviors that will define the role’s effectiveness and impact.

• Attention to Detail:
  Approaches detailed, high-volume work with consistency and care and maintains a high standard of accuracy.
• Accountability:
  Takes ownership of assigned work, follows through on commitments, and communicates progress and challenges.
• Judgment and Problem‑Solving:
  Recognizes discrepancies or potential issues and uses sound judgment to determine when additional review is needed.
• Collaboration:
  
  Works effectively with colleagues and volunteers and contributes to a respectful and productive working environment.
• Adaptability:
  Approaches changing priorities and unexpected challenges with flexibility, perspective, and a sense of humor.

The professional background, experience, and technical skills required for success in this role.

• Master’s degree in Museum Studies or a related field and 2–3 years of hands‑on experience working with a museum or cultural heritage physical object collection.
• Experience using a collections management system or relational database, such as Mimsy XG, TMS, or a comparable system.
• Demonstrated knowledge of collections management and artifact…