Collections Registrar

Summary

The Collections Registrar manages the GHS collection by meticulously documenting, tracking, and overseeing the logistics of collection materials, from new acquisitions to legal provenance and accurate record‑keeping. The Collections Registrar handles paperwork, coordinates delivery, manages condition reports, and works closely with archivists and conservators to safeguard the collection’s integrity while facilitating access. The position bears primary responsibility for the care and management of records related to the GHS collection of historical documents, artifacts, rare and non‑rare books/serials, and archival materials in accordance with professional standards and established policies and procedures.

This is a full‑time, benefited position based in Savannah, Georgia. Salary Range: $50,000‑$70,000 annually.

• Creates and maintains detailed records (files, digital databases) for collection items, including provenance, condition, location, and usage history.
• Maintains accurate records of acquisitions, loans, conservation efforts, and deaccession processes, ensuring compliance with legal and ethical standards.
• Manages the incoming process for new donations or purchases, verifies legal ownership, and assigns unique accession numbers.
• Schedules, prepares, and participates in regular acquisition meetings.
• Prepares the necessary paperwork for collection donor acknowledgement and other necessary documentation.
• Ensures security files and donor files are maintained for all collections.

• Works with archivists to complete object condition reports and ensures proper storage for all collections.
• Documents conditions with condition reports during the acquisition process to prevent damage.
• Monitors storage conditions and collaborates with archivists and conservators to ensure collection items are housed and handled correctly.
• Conducts condition reports, inspections, and periodic audits of the collection.

• Manages the physical movement, storage, and display of collection items as needed.
• Ensures the maintenance of and adherence to established collection policies and procedures in accordance with professional and ethical standards, including industry best practices and institutional guidelines.
• Assists in generating reports for board meetings or grants related to collections and exhibitions.
• Oversees insurance, appraisals (where required), and risk management related to storage, loans, shipping, exhibitions, and object handling.
• Provides access to collection items for internal staff, external researchers, and public inquiries.

Interns and volunteers.

• Professionalism, adaptability, emotional maturity, and sound judgment in a demanding and fast‑paced environment.
• Demonstrated employment history reflecting tenure and stability, and comfort working selflessly behind the scenes the good of the institution.
• Knowledge of best practices in the archival profession, including processing collections, care and handling of archival materials in a variety of formats, preservation, appraisal, and reference services.
• Experience with collections management methods and tools, including archival software.
• Knowledge of standard tools for creating catalog records and computerized cataloging, bibliographic, and circulation system databases.
• Superior written, verbal, and interpersonal communication skills; outstanding analytical and problem‑solving skills; proven project‑management skills; excellent attention to detail; team player with a strong work ethic.
• Ability to interact and collaborate with key stakeholders; prioritize and multi‑task efficiently; adapt and be flexible in a dynamic work environment.
• Proficient computer skills (e‑mail, Internet, Microsoft Office – Word, Excel, PowerPoint).
• Ability to represent the institution professionally and work well with diverse groups of people including patrons, researchers, board members, donors, volunteers, and staff.

Professional degree in Library/Information Science, Museum Studies,…