Job Listing: Associate Registrar, Loans & Exhibitions

Name of Organization – Colonial Williamsburg

Job Title – Associate Registrar, Loans & Exhibitions

Type – Full-time

Apply –  Associate Registrar, Loans & Exhibitions | MUSEUM, PRESERVATION, CONSERVATION, EDUCATION & RESEARCH 

Summary –  Works collaboratively with registration team to create and maintain permanent archive of accurate and full records documenting the Foundation’s 74,000-object collection of fine, decorative, folk, useful, and mechanical arts located in multiple buildings on campus; and manages domestic and international incoming and outgoing loans. Coordinates packing, shipping and receiving logistics, prepares documentation for incoming and outing objects, manages the outgoing loan approval process, prepares and signs loan agreements, and obtains insurance. Conducts and reconciles collection inventories for asset accountability and control, creates records and initial cataloguing for incoming objects, and tracks object locations in TMS (The Museum System), the collections management system. Coordinates TMS upgrades and training for Division staff.

Responsibilities – Coordinates the Outgoing Loan Review process with the Outgoing Loan Review Committee.

1. Summarizes findings for final recommendation of the committee and sent to Chief Mission Officer for approval. Prepares loan agreements and has signatory authority for them, arranges for Certificates of Insurance and monitors their expirations.
2. Maintains electronic and physical records pertaining to outgoing loans and is responsible for keeping renewals current. Works with assistant registrar to coordinate packing and shipping logistics of antiques.
3. Works closely with registrars, curators, conservators, museum staff and lending museums to ensure that collections and loans are properly packed, handled, transported, installed, protected and monitored.
4. Serves as courier as needed and coordinates all courier trips for Foundation objects.
5. Documents all incoming and outgoing objects by preparing receiving and shipping reports and completing incoming and outgoing condition reports.
6. Creates new collections management system records for incoming objects and provides initial cataloguing of them.
7. Has primary responsibility for updating object locations in the collections management system and maintains physical records of object moves for asset control.
8. Works closely with collections staff to analyze and resolve discrepancies in object locations and inventories.
9. Coordinates upgrades with Information Technology and staff training for TMS, the collections management database.
10. Provides TMS assistance to Division staff and assists curators, conservators and registrars with collections management database questions and reporting.
11. As assigned by the registrar, conducts and reconciles inventories of collections objects located throughout the historic area and art museums.
12. Works collaboratively with exhibitions team to coordinate exhibition installations and deinstallations including final inventories for exhibitions installations.
13. Prepares collection location reports and coordinates moving logistics with curators, conservators and registrars for exhibitions and special projects.
14. Oversees TMS exhibitions module to include training staff on use and working to implement features into operational procedures.
15. Assists curators, conservators and registrars with art handling for storage management, inventory, and exhibition installation in both the museum and historic buildings utilizing best museum practices.
    
    
    

Required and Preferred Education and Experience: 

Required: General knowledge of decorative and folk art gained through a four-year degree in museum studies, art history, history, material culture, or a related field and 4 years of experience in the registration department of a medium-to-large sized museum with experience working with incoming and outgoing loans. Experience working with museum collection management databases.
Preferred: Master’s degree in art history, history, museum studies, material culture or a related field and 2-4 years’ experience in the registration department of a museum. Experience working with The Museum System (TMS) collections management database.

Qualifications:

• Ability to communicate well both orally and in writing.
• Ability to establish and maintain complex record-keeping systems, including the use of collections management system software for this purpose.
• Ability to establish priorities in order to meet deadlines and work under pressure.
• Well-organized, detail-oriented and knowledge of best practices in museum registration and collections management, art handling and loans.
• Experience using Microsoft Office Suite, and proficient in using TMS, the collections management system, for records management.
• Ability to lift and carry items up to 25 pounds and walk for extended periods of time.