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28 Aug 2019

Full-Time Registrar/Exhibition Coordinator

Vincent Price Art Museum Foundation  Los Angeles, California, United States

Vincent Price Art Museum - jobs

Job Description

Registrar/Exhibitions Coordinator and Guest Services Manager

Weekly scheduled hours: 40 hours (full-time)


Registration 35% of weekly duties

As part of their duties, the Registrar and Exhibitions Coordinator and Guest Services Manager oversees the care, safety, documentation, transportation and location of all artworks within the museum as related to the permanent collection, loans, and temporary exhibitions, with special consideration given to the management and execution of incoming and outgoing artwork loans. This position reports to the VPAM Foundation under the supervision of the museum director and works collaboratively with preparatory team, guest curator(s), and curatorial assistant(s).


Duties and responsibilities


  • Creates and maintains paper and digital database records for all objects owned by the museum, and for temporary or extended loan for exhibitions. This includes, and is not limited to, documentation of all incoming museum objects, new acquisitions, and short-term loans, as well as preparation of accession records for permanent acquisitions. Also maintains records of correspondence for acquisitions, gifts, and loans of artwork.
  • Creates and maintains paper and digital reports for all incoming and outgoing works of art that record the condition, receipt, packaging materials, and shipment and location of said Related duties include photographing works upon their arrival and prior to their departure from the museum, noting packaging as well as arranging for light cleaning of framed pieces.
  • Obtains quotes for necessary printing and framing of 2-D objects and arranges the shipping of works of art via carriers and transportation methods that are in compliance with VPAM and ELAC’s fine arts insurance policy. Assists in the packing, unpacking, crating, uncrating, transportation, loading, unloading and storage of works of art. Acts as courier for museum as needed, including
  • Maintains detailed correspondence with artists, guest curators, and lenders related to the movement of all works in temporary exhibitions and on-loan, including but not limited to shipping, local pick-up/drop-off, and handling requirements during installation.
  • Coordinates installation schedule with museum director, lead preparator, preparator, artists, guest curator(s), curatorial assistant(s), and docents.
  • Works closely with director and guest curator(s) to create and/or maintain thorough checklists of all works, such as fine art pieces, artifacts, ephemera, and supplemental materials in permanent and temporary exhibitions that provide all collaborators with formal description of pieces, display needs, and lender contact information. Assists with shipping catalogs to other institutions.
  • Handles incoming and outgoing requests for object information and images, including installation photos, certificate of insurance, as well as rights and reproduction requests.



Exhibition Coordination 25% of weekly duties

Assists the museum director, curatorial assistant, and visiting curators in all aspects of exhibition planning. May serve as the main point-of-contact for curators and artists of small exhibitions.


Duties and responsibilities


  • Serves as liaison for curators and artists of current and upcoming exhibitions for all aspects of installation, programming, artwork travel, catalog sales, and de-installation.
  • Designs, authors content for, and lays out didactic labels based on information provided by curators, artists, and research assistants.
  • Edits exhibition text.
  • Assists in Spanish translations of exhibition text.
  • Assists in installation and de-installation of artworks.
  • Assists in gallery preparation and maintenance.
  • Plans for and executes large art exhibitions with 30+ lenders and 100+ artworks.


Visitor Services Management 30% of weekly duties

Oversees day-to-day museum operations to ensure our visitors have an informative, safe, and overall positive experience. This includes acting as an immediate supervisor to a group of 5-14 regular part-time student tutors, volunteers, and interns.


Duties and responsibilities


  • Creates monthly work schedules for tutors based on availability, class schedules, and max hours assigned by the Los Angeles Community College District.
  • Trains tutors/docents/volunteers on protocol concerning artwork safety, visitor safety, cleanliness, visitor engagement, and organization of takeaway
  • Serves as initial point-of-contact for tutors/docents/volunteers and relays necessary information to appropriate personnel. Provides tutors/docents/volunteers with necessary information on upcoming exhibitions and events, including scheduling artist/curator walk-throughs, sharing PDF versions of all exhibition text, and updating staff on programming dates.
  • Assigns time during work hours to study exhibition components and VPAM institutional history.
  • Assigns incoming tour requests to program staff and tutors/docents.
  • Conducts tours of any and all exhibitions in English and Spanish.
  • Oversees takeaway materials available for guests at the front desk area.
  • Adheres to human resource policies and regulations.
  • Serves as point-of-contact for any visitor complaints, issues, or questions.
  • Takes appropriate action where necessary regarding access or safety issues in the museum.
  • Promotes museum membership, internship, and employment opportunities.
  • Conducts sales of museum store materials as needed.
  • Creates and updates wayfinding signage according to exhibition and event calendars.



Office and Event Operations 10% of weekly duties

Oversees the maintenance of shared work spaces and assists in event preparation


Duties and responsibilities


  • Opens/closes museum spaces and sets up/shuts down all exhibition components in gallery spaces as needed on a daily basis
  • Assists with cleaning, organizing and maintaining museum spaces (lobby areas, galleries, office spaces, workshops, vault, conference room, and staff break room).
  • Oversees and manages inventories of necessary materials relating to office organization, upkeep, and events
  • Accompanies director and other staff to meetings, presentations, and symposiums related to exhibition planning or museum participation in local program-wide initiatives as needed
  • Attends exhibition programming events and assists all staff in duties related to event preparation as needed
  • Serves as last editor of most public-facing written content


  • Qualifications and Requirements
  • Detail-oriented with excellent organizational and communication skills (both oral and written).
  • Proficient in museum industry standards and best practices.
  • Bachelor’s degree in Art History or a related field.
  • Minimum of 3 years museum experience working in registration or exhibition management.
  • Written and oral proficiency in Spanish strongly preferred.
  • Proficient in Mac and PC software, including File Maker Pro, Embark, Adobe suite, Microsoft Office suite, and Google suite.
  • Ability to lift/move objects of up to 15 pounds. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
  • This is an exempt position and requires the ability and willingness to work weekends and evenings, as needed.


Please send your cover letter and resume to:

Job Categories: Museum and Gallery. Job Types: Full-Time. Job Tags: coordinator, exhibition, and museum. States: California.

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