Assistant Registrar Collections and Exhibitions

Department:
Frances Lehman Loeb Art Center

Job Family:
Administrator

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Reporting to the Registrar for Exhibitions, and ultimately the Head Registrar for Collections and Exhibitions, the Assistant Registrar for Collections and Exhibitions aids in the preservation, documentation and care of the museum’s collection, supports curricular object-based study in the museum, and assists with gallery changeovers and exhibition planning. The Assistant Registrar for Collections and Exhibitions also assists with maintaining accurate up‑to‑date information in the Art Center’s collections management database (TMS Collections), and is responsible for making all objects accessible and for providing proper accounting practices.

Serve as an administrator for the Museum’s collection management database, TMS Collections (TMSC), to include:

• Administration of user accounts, access and authorities; liaise with Gallery Systems and CIS regarding security, system backups, maintenance, troubleshooting, system updates for TMSC, eMuseum, and related systems, consistent with industry standards and protocols.
• Collaborate with Curator of Academic Programs and Preparator to oversee Project Gallery (exhibition space for object‑based study) displays, including scheduling, preparation, and installation; liaise with faculty and students on classroom requests and independent projects; coordinate classroom viewings of artworks and occasionally proctor classes.
• Assist with exhibition planning and production, including, but not limited to: coordinate exhibition‑related vendors, enter and maintain exhibition‑related information in TMSC, create reports, perform artwork inspections, and attend necessary meetings.
• Facilitate process for imaging collection objects, including: schedule photographer, pull and re‑house objects, process object images into derivative files, create and run scripts for bulk processing, crop images and link in TMS, and maintain image archive and access; consult with CIS and others to make sure all imaging equipment is in good working order.
• Process rights and reproductions requests for loans, collection objects, and exhibition catalogues; maintain catalogue archive, publication list, and issuance of ISBN numbers.
• Adhere to established standards and guidelines, enter core cataloguing data in collections information management system (TMSC), including taking precise dimensions, creating photo documentation, and transcribing inscriptions; contribute to comprehensive subject tagging and relationships as outlined by best practice in cataloguing.
• Assist with inventory of 24,000 objects on a systematic basis (each full inventory is currently a three‑year project), as well as quarterly location spot‑checks to include all classifications of works of art within a single year.
• Lead coordinator to pull and re‑house works of art for a variety of purposes (class use, examination, research) and track object movements in TMSC; produce object packages and reports as needed.
• Maintain cleanliness and organization of main storage and order departmental supplies; monitor the climate and pest control for that area.
• Mentor one student employee per semester, in consultation with Registrar for Exhibitions to assign meaningful projects.
• Provide support to other collections team members as needed, including assistance with exhibition changeovers, condition reporting, and occasional courier duties.

• Bachelor’s degree in art history, museum studies or related field.
• Three years of registration and/or collections management experience working with an art museum collection or gallery.
• Strong cataloging, data entry skills, and knowledge of collections management databases.
• Knowledge of art handling best…