Head Registrar

• Title: Head Registrar

• Reports To: Senior Curator

Purpose:

The Head Registrar plays a key role in overseeing the CMA’s 7,000+ object collection and its art operations. The position implements and utilizes best practices, policies, and procedures for accurate record keeping of art in the CMA permanent collection and ensures the safe care of objects both in the CMA’s holdings and on loan. As part of the Curatorial department, the Head Registrar is charged with the care, preservation, and risk management of the CMA’s collections, ensuring that they are maintained and available for posterity. The position oversees all the details and logistics of incoming and outgoing art for both loans and full-scale exhibitions. The Head Registrar supervises a Collection Specialist and additionally advises and supports the Preparators in the safe packing and handling of artwork for both collection displays and exhibitions.

The Head Registrar supports the advancement of the Columbia Museum of Art through the museum’s unique and growing collections, exhibitions, programs, and their relevancy to a broad and diverse range of audiences through activities that are mission-centered.

Responsibilities:

• Directs the record management and safe storage of the collection, as well as deaccessioning and accessioning of acquisitions, including gift documents, IRS forms, and appraisals.
• Oversees all shipping needs for incoming and outgoing exhibitions, long-term and temporary loans.
• Schedules all art-related shipping, determines appropriate shipping methods, dates and packing needs, and determines crating needs for fabrication in concert with Senior Curator and Curatorial department.
• Collaborates with Curators and Preparators to plan and coordinate collection rotations and exhibition installations.
• Serves as the principal contact for loan procedures and negotiations.
• Prepares and maintains installation schedules for exhibitions and collection rotations.
• In conjunction with the Curators, assists with the planning and organizing of CMA traveling exhibitions to finalize checklists, review contracts, determine tour schedules, coordinate courier arrangements, and provide contract details and associated budgets.
• Prepares U.S. Government Indemnity applications as needed.
• Contributes to grants and other fundraising activities as needed.
• Develops, reviews, and advises exhibition and artist contracts, including artist commissions.
• Manages Collection Specialist as well as interns, contract registration workers and conservators as needed.
• Ensures all documentation systems pertaining to the permanent collection are updated, complete, and maintained (logbooks, files, deeds, and inventories as well as inputting and updating the electronic collections data system, PastPerfect).
• Serves as the primary administrator of the PastPerfect database.
• Creates detailed and accurate condition reports for both the permanent collection and objects on loan.
• Maintains current confidential valuations of art and works with insurance agent to ensure the appropriate fine arts coverage for the collection while on site and in transit. Requests quotes from underwriter if additional insurance is needed and obtains insurance certificates for lenders.
• Functions as a trained courier for the CMA, both nationally and internationally. For international loans, serves as the primary contact for Customs Brokers and Logistics Agents. Valid passport or the ability to obtain a passport is required.
• Advises and supports the Preparators on the pickup and delivery of art and the packing of art for shipment.
• Facilitates image rights for the permanent collection, serving as the main museum contact for rights & reproduction needs pertaining to the permanent collection.
• Monitors art storage and exhibition spaces for temperature/humidity, environmental hazards, safety, and cleanliness. Reports concerns to the Facilities team and works collaboratively to find solutions.
• Determines and coordinates appraisal and conservation needs in consultation with the Curatorial Department.
• Creates and maintains accurate budgets.
• Produces and updates the museum’s Facilities Report.
• Updates the CMA Collections Disaster Plan in consultation with the Curators and the Manager of Facilities.
• Responsible for access to all storage areas, and access to locking cabinets. Safeguards keys to furniture pieces and decorative arts cases.
• Liaises with Facilities team on institutional emergency preparedness plans.
• Ensures compliance with IRS regulations, copyright laws, NAGPRA laws, AAM and AAMD guidelines.
• Coordinates with CMA staff and external parties on photographing the collection.
• Conducts inventories on a three-year rotational basis in consultation with the Curators. Performs spot-checks of the inventory annually in cooperation with CMA auditors and provides a report to the Executive Director including any discrepancies.
• Provides expertise and information for Collections Committee meetings and collections management and policy strategies.

Job Type:

Full-Time, Exempt, with flexible work weeks, weekends and evenings as required. Must be available to handle in-person emergency preparedness and/or response as required.

Requirements:

• MA degree in art history, museum studies, or related field.
• 5+ years of registrarial/collections management experience in a museum or art gallery environment, versed in AAM policies, guidelines, and a range of materials and media.
• Ability to strategically think, plan, and convey information to support and inform the objectives and direction of the institution.
• Demonstrated knowledge of best practices in art handling, installation, storage and climate, object care and preservation. Knowledge of applicable laws and regulations governing museum acquisitions.
• Demonstrated experience developing and managing complex projects and budgets.
• Demonstrated ability to manage multiple projects and initiatives simultaneously to meet deadlines.
• Proficiency in collections management database software.
• Self-directed and motivated.
• Ability to proactively model the importance of timely and positive collegial and vendor interactions.
• Operates with consistent personal accountability and professionalism.
• Excellent written and oral communication skills with a mastery of the English language.
• Strong experience handling art objects, able to lift up to 35 lbs.
• Managerial experience is preferred.
• Evening, weekend, and travel occasionally required.
• Valid driver’s license required.
• This position requires a criminal background check.

Salary Range: $63,000–$73,000 commensurate with experience that demonstrates proven successes and results.

Contact:

The Columbia Museum of Art is an Equal Opportunity Employer, committed to diversity, accessibility, equity, and inclusion. Confidential inquiries, applications, and recommendations are welcome.

Please email cover letter and resume to joinourteam@columbiamuseum.org with “Head Registrar” in the subject line.