The Yellowstone Art Museum is looking for a Registrar!
Reports to: Curator
Supervisory responsibilities: Volunteers, Interns, and Contract personnels
Status: Full-time, exempt
The Registrar is a member of the curatorial department and has primary responsibility for the physical maintenance of the permanent collections, loan objects, and all related documentation, and for sound and ethical decisions relating to their long-term preservation. The Registrar develops and refines record-keeping systems; establishes new records; develops and enforces protocol for storage, transport, and all movement of objects; and implements conservation plans.
- Ensure that the computerized record-keeping system is efficient and up-to-date, within the limits of available resources.
- Periodically review all systems for record-keeping and information retrieval for accuracy and efficiency.
- Establish and maintain an offsite backup system for all collections data and records.
- Establish a system for conducting regular collection inventory.
- Maintain efficiently laid-out and isolated object preparation and work spaces.
- Create, compile, and maintain legal documents, histories of use, and physical histories of permanent collection objects. Monitor legal and ethical implications and ensure high standards in all transactions.
- Prepare or update condition reports on all incoming and outgoing objects, including loans.
- Prepare deeds of gift, loan forms, shipping and receiving reports, and all other necessary paperwork pertaining to the movement and ownership of works borrowed or in the permanent collections. Maintain communications with artists, donors, and lenders relating to these records.
- Assign accession numbers and establish permanent records and files for all new acquisitions, including computerized records and card files, photographic and/or digital records, conservation histories, provenance documentation, and the like.
- Maintain annual lists of all outgoing loans, incoming loans, and donations; prepare semi-annual reports of loan status, conservation activity, and acquisitions to date in all areas (permanent collections, documentation, and library); maintain “shelf list” of accession numbers.
- Update insurance values, as necessary and feasible.
- Maintain up-to-date location records.
- Respond to internal and external requests for photographs of objects, including arrangements for production and shipment of photographs.
- Maintain records of publication of permanent collection objects.
Storage and movement of objects
- Oversee all handling and marking of objects.
- Undertake matting, hinging, and framing, as necessary.
- Prepare ID photographs for new acquisitions.
- Develop storage solutions for all collections; incorporate new acquisitions according to established protocol and the highest professional standards.
- Coordinate all packing and shipping of collection objects and incoming and/or outgoing exhibitions. Work with Curator to ensure reasonable schedules for temporary exhibitions.
- Act as courier or designate courier(s).
- Maintain archival supplies and tools.
- Arrange shipping of all incoming and outgoing exhibition or loans.
- Supervise all visitors to the collections and collection support spaces, including conservators, photographers, scholars, appraisers, donors, and surveyors.
- Oversee general maintenance of storage and gallery spaces, including keeping them organized and arranging for their cleaning.
- Act as the point person for security issues relating to storage and gallery spaces.
- Assist with temporary exhibition and exhibit installation.
- Work with the Curator to review conservation status of objects and implement conservation plan, resources permitting.
- Maintain an IPM program in storage and gallery spaces.
- Monitor interior environment records.
- Maintain a system for monitoring fragile or otherwise at-risk objects.
Support and administration
- Request invoices for all services rendered out of the collections area, including photographs, reimbursable packing and shipping costs, and related curatorial services.
- Work with Curator to promote appropriate use of the collections.
- Work with Curator to develop an annual budget for collection management; monitor expenditures.
- Represent the institution within the local and professional community.
- Maintain the Museum’s book, slide, and video libraries.
- Maintain the Museum’s Standard Facility Report (SFR) and provide upon request.
- Maintain the Museum’s disaster plan and pest management protocol; keep both documents current.
- Maintain institutional archives.
- Respond to rights and reproductions requests.
- Maintain a system for tracking and acknowledging donors to the collections. Work with Membership Manager to ensure full records are kept on donors.
- Make object mounts, as required.
- Train and supervise volunteers for specific records-related tasks.
minimum skills and qualifications
- Bachelor’s degree required in museum studies, art, art history, or related. Master’s degree preferred
- Three years professional experience in registration or collections management work
- Exceptional organizational skills and ability to efficiently manage multiple tasks
- Strong oral and written communication skills
- Multi-tasking skills; self-starter
- Ability to assess priorities and work well under pressure and with diverse groups of museum stakeholders
- Ability to present on, advocate for, and support public access of museum collections
- Skilled in digital and analog photography
- Computer literacy with proficiency with PastPerfect, Microsoft Office, and Photoshop
- Valid driver’s license and proof of insurance
- Physically able to climb ladders and lift 40 pounds
- Able to stand, sit, or be mobile for long periods of time
- Must be able to be bonded and insured
To apply, send a cover letter, résumé, and three references to:
Attn: Human Resources – Registrar
Yellowstone Art Museum
401 N 27th Street
Billings, MT 59101
Or email firstname.lastname@example.org (PDF format). No calls please. EOE