Registrar, Design & Architecture, Creative Design ​/ Digital Art

Job Summary

The Registrar is responsible for the coordination and management of incoming and outgoing loans, traveling exhibitions and the care and documentation of the permanent collection in a fast-paced, exhibition-focused environment. This role supports the execution of approximately 10–15 exhibitions annually, ensuring the timely movement, documentation and installation readiness of artworks across multiple concurrent projects while maintaining stewardship of a permanent collection comprising more than 3,000 objects.

Oversees registration functions for exhibitions, including scheduling, shipping logistics, condition reporting, packing, transport and location tracking, ensuring clear, accurate and accessible records. Responsible for core collections management, including inventory, storage, housing, environmental monitoring, integrated pest management, disaster preparedness, rights and reproductions and object documentation. Ensures the integrity, tracking and long-term care of the permanent collection in alignment with museum standards.

This role enthusiastically embraces the multidisciplinary mission of Artis—Naples and recognizes The Baker Museum’s integral role within a dynamic performing and visual arts institution.

• Supports all aspects of collections care, following and implementing accepted museum professional standards and best practices as outlined in the American Alliance of Museums Collections Stewardship Standards and Core Standards for Museums.
• Creates and updates Standard Operating Procedure documents for museum registration processes and collections management activities.
• Creates and updates museum registration and collections management forms as needed, securing all required internal reviews and approvals.
• Responsible for the maintenance and care of the museum archives, including the care of existing accession, exhibition and loan files and the creation of new accession, exhibition and loan files.
• Organizes and maintains the museum’s digital files on the organizational shared drives.
• Oversees monthly spot-check inventories and recurring 100% inventories of the permanent collection.
• Tracks the insurance value of the works in the museum’s custody, both permanent collection and loans, and reports projected insurance values to Finance Department as requested.
• Tracks the location of all objects belonging to or in the custody of Artis—Naples, The Baker Museum.
• Supports the processing of proposed acquisitions by creating Temporary Deposit receipts, coordinating packing and shipping, condition reporting, finalization of Acquisition Proposal forms, drafting of required documentation (Deed of Gift, Deed of Purchase, Deed of Transfer, Gift of Art Acknowledgement Letter, etc.), obtaining required signature on all title documents, creation of physical and digital accession file for collections records.
  Supports multiple aspects of the deaccession process including, the creation of board approval 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.
• Tracks environmental data, including artworks’ conditions, in galleries and offsite storage locations using Hobo loggers, coordinating with Facilities team if issues arise. Creates climate condition reports using Conserv. Tracks Hobo loggers and maintains their software.

• Responsible for the management and facilitation of all incoming and outgoing artwork loans (approximately 50-70 loans per season, comprised of approximately 600 objects) and any traveling exhibitions created by the museum.
• Coordinates 12-15 exhibitions/installations per season, including coordination of packing and shipping arrangements for objects, creating crate lists/labels for incoming and outgoing loans, managing art shipments including the tracking of objects, confirming that crates are properly staged.
• Manages the schedules and accommodations for visiting couriers, creating courier packages. Acts as the point…