Collections Registrar

Job Summary

As a member of the Collections Management team at the Smith College Museum of Art, the Associate Registrar plays a key role in the stewardship, documentation, and accessibility of the museum’s collection. The Associate Registrar holds primary responsibility for the administration of the museum’s collections database, manages rights and reproductions, and oversees collections digitization. They are responsible for complying with applicable laws, regulations, and professional standards related to collections management, documentation, intellectual property, and the stewardship of culturally sensitive material.

Working both independently and collaboratively, they establish and maintain systems that support the collections care, use, and discovery. The Associate Registrar also serves as a critical partner in collections and building management projects and coordinating other essential collections-related activities. They take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

• Facilitate collection access for in‑person visits by students, classes, and academic researchers
• Manage location control for SCMA’s collection, overseeing annual inventories for insurance compliance as well as confirming the presence and condition of artworks
• Oversee Cunningham Center location management in coordination with the Cunningham Center Manager
• Direct organization of art storage areas to maximize efficient use of storage space
• Oversee collections objects’ location control during moves including major building projects and renovations

• Manage SCMA’s implementation of the consortial Five College Collections Management System (Qi/Keepthinking)
• Provide training to SCMA staff and other Smith College stakeholders in both the Qi CMS as well as the Qi public portal
• Liaise with FCI and Keepthinking to resolve database issues and implement software updates
• Serve as SCMA liaison to the consortial Collections Management and Access Committee which sets standards for data governance

• Manage the digitization of the collection including object photography and critical object records
• Maintain confidential paper files relating to the collection in conjunction with the digital files in the Collections Management System
• Create acquisition paperwork and documentation
• Create and manage workflows for intake of artworks

• Assist with logistics, paperwork, condition reporting, and installation/deinstallation of exhibitions as needed
• Work with Exhibitions and Loans Specialist to ensure exhibitions documentation is entered into the Collections Management System in a consistent, timely manner

• Oversee external rights and reproductions requests and fulfilment for permanent collections objects
• Manage copyright permissions and image use for SCMA
• Update Collections Management System with rights and reproductions information and work with artists and artist representatives to gain copyright permissions for new acquisitions

• Oversee processing and disposition of found‑in‑collections materials, complying with appropriate abandoned property laws
• Oversee processing of large, previously unprocessed gifts
• Oversee collections logistics of deaccessioning artworks identified through curatorial assessment, including provenance and title research
• Perform other duties as assigned by management

• Graduate Degree (field: Museum Studies, MLIS, or related)
• 5 or more years of experience in Museum Collections Management or Registration
• Knowledge of museum core standards and best practices for Collections Management, relational databases, museum lexica including Getty AAT, legal regulations governing abandoned property, title and provenance laws and regulations, repatriation and cultural protection ethics and regulations, best practices in digital asset management, project management systems and software
• Skills:
  
  Adobe Creative Suite, organizational…