Under the direction of the Head of Collections, the successful
candidate will collaborate across museum departments with
Collections, Curatorial, Exhibitions, and Education. The Assistant
Registrar will be accountable for assisting with the overall
safety, preservation, maintenance, and documentation for all works
in the LMA and PAG collections, including on view, in storage, and
on loan, and will maintain the UM Collections digital and analog
image repositories. Additionally they will support aspects of
incoming exhibition loans and UM-organized traveling exhibitions,
including the preparation of loan documents, lender and venue
correspondence, data entry, coordinating loan arrangements
(crating, packing, shipping, installation, insurance/certificates
of insurance, and courier arrangements), completing un/packing
instructions and condition reports, acting as a courier, recording
data for exhibitions and loans in the database, and other
administrative tasks, as assigned.
Specific accountabilities include:
Accountable for providing oversight, coordination, and
documentation for museum loan activities, including responsibility
for processing necessary forms and reports; arranging
transportation, crating, packing, and insurance; and ensuring
completeness and accuracy of database records.
Accountable for oversight of the museum’s photographic and digital
materials, including establishing and implementing metadata
standards, cataloging images, integrating digital assets into the
collection management database, coordinating new photography,
managing external requests for images, securing copyright
permissions, and maintaining updated print and digital libraries
related to collections.
Accountable for providing key support for collections care and
management, including cataloguing, evaluation, rehousing, and
numbering of objects; managing physical and digital records;
processing acquisitions; coordinating moves and storage projects;
performing collections inventories; documentation of conservation
treatments; and tracking the movements of works.
Accountable for the facilitation of requests for access to
collections and their associated records for research, teaching,
and exhibitions, including pulling and transporting objects from
storage to classrooms and exhibitions.
Participates in developing and implementing collections management
policies and processes.
Liaises with the Head of Collections and vendors, as appropriate,
to help troubleshoot database issues.
Establishes or strengthens DEAI and decolonizing practices across
museum operations, especially in exhibitions and collections.
Provides aid and guidance for student projects, as necessary.
Responsible for other registration tasks as needed to ensure
effectiveness of overall registration functions of the
Special projects as assigned.
Professional Experience/ Qualifications
- Excellent organizational and communication skills and
demonstrated project management ability.
- Excellent computer skills and proficiency with electronic
media, such as, but not limited to, Adobe Photoshop, Microsoft
Word, Excel, Google Drive required.
- Demonstrated ability to work effectively as an independent
- Must be able to plan, prioritize, schedule, implement and
oversee simultaneous projects, assuring timely completion.
- Ability to research and prepare cost estimates, develop and
successfully manage budgets.
- Knowledge of nomenclature, metadata standards and best
practices in the field required.
- Familiarity with producing reports.
- Confidentiality, discretion, and flexibility are a must.
- Must be capable of working collegially with a diverse group of
faculty, staff, students, conservators, museum professionals,
scholars, collectors, lenders and the general public on a daily
basis and foster a cooperative work environment.
- Maintain effective communication.
- Be a professional, responsible, enthusiastic, and positive
member of the team.
- Must possess a high level of accuracy and attention to detail
as well as the ability to identify and solve problems as
- Must be able to work extended hours during
installations/deinstallations, scheduled shipments etc. and as
- Minimum of 2 years of museum/gallery registration experience
and demonstrated knowledge of registration practices.
- Proficiency with TMS (The Museum System) required; demonstrated
experience in TMS Collections and/or TMS Media Loader, TMS Barcode
Manager strongly preferred.
Bachelor’s degree in art history, anthropology, museum studies, or
related field, or demonstrable equivalent experience or training is
Master’s degree in art history, anthropology, museum studies, or
related field, or demonstrable equivalent experience
Job Open Date
Job Close Date
Open Until Filled
Special Instructions Summary
It is the policy of Colgate University not to discriminate against
any employee or applicant for employment on the basis of their
race, color, creed, religion, age, sex, pregnancy, national origin,
marital status, disability, protected Veterans status, sexual
orientation, gender identity or expression, genetic information,
being or having been victims of domestic violence or stalking,
familial status, or any other categories covered by law. Colgate is
an Equal Opportunity/Affirmative Action employer. Candidates from
historically underrepresented groups, women, persons with
disabilities, and protected veterans are encouraged to apply.
For more information, click the "How to Apply" button.