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Assistant Registrar

Colgate University
New York, United States
Salary Not Specified
Closing date
Aug 23, 2021

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Position Type
Faculty Positions, Professional Fields, Library & Information Sciences, Administrative, Academic Affairs, Arts Administration, Librarians & Library Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Job Details

Department Statement Accountabilities
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 museums.

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 self-starter.
  • 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 needed.
  • Must be able to work extended hours during installations/deinstallations, scheduled shipments etc. and as needed.
Preferred Qualifications
  • 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 required.

Master’s degree in art history, anthropology, museum studies, or related field, or demonstrable equivalent experience preferred. Job Open Date 07/29/2021 Job Close Date Open Until Filled No Special Instructions Summary EEO Statement
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.
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