Assistant Registrar for Exhibitions

Newfields Careers•Indianapolis, IN

2d•Onsite

About The Position

The Assistant Registrar for Exhibitions plays a crucial role in managing small-scale exhibitions and coordinating gallery rotation logistics. This position involves preparing and coordinating installation and deinstallation paperwork and plans, reviewing contracts, and collaborating with various museum departments including Registration, Curatorial, Conservation, Design, Interpretation, and Installation. The role also encompasses managing the packing and shipping of artworks, processing entries and exits, producing condition reports, and maintaining the museum's collections database. Additionally, the Assistant Registrar will handle incoming loan agreements, prepare registration paperwork, and provide departmental support, including responding to inquiries and managing departmental records and schedules. This position requires availability for after-hours emergencies and artwork shipments.

Requirements

Bachelor’s degree from an accredited college or university is required.
Three – Five years related experience and/or training is required.
Equivalent combination of education and experience is acceptable.

Nice To Haves

Master’s degree in Art History or Museum Studies is preferred.

Responsibilities

Manage small-scale exhibitions and coordinate gallery rotation logistics.
Prepare and coordinate installation and deinstallation paperwork and plans.
Review contracts for small-scale exhibitions.
Coordinate with Registration, Curatorial, Conservation, Design, Interpretation, and Installation staff.
Manage the gallery rotation process and coordinate gallery rotation logistics.
Prepare rotation documents, coordinate rotation reviews, and manage scheduling of gallery rotations.
Coordinate packing and shipping of works of art for small-scale exhibitions and gallery rotations.
Receive and release works of art.
Process entering and exiting works of art for small-scale exhibitions and gallery rotations.
Produce condition reports and ensure that art is tagged, measured, digitally photographed, and properly stored.
Collaborate with Conservation staff on the tracking of light sensitive artworks in the galleries.
Attend, participate in, and/or manage scheduling, logistics, and team meetings.
Document the entirety of each project for the Museum Archive and close out hard-copy and electronic files.
Coordinate and book fine art shippers according to established protocols.
Maintain finance records using the Museum’s purchase ordering system and registration ledger or collections database management system.
Coordinate and assist with local pickups and deliveries of works of art.
Accompany works of art as a courier domestically and internationally.
Participate as a team member for the Emergency On-Call Program.
Comply with Transportation Security Administration policies and regulations.
Maintain the collections database (EMu) and electronic records for all small-scale exhibitions, gallery rotations, public installations, and incoming loans.
Assist with the production of collections management reports and participate in interdepartmental training sessions for the collections database.
Create, manage, and maintain records in the collections database, input data, address data clean-up, and reconcile discrepancies.
Assist with general museum-wide support for database users.
Process and negotiate incoming loan agreements.
Review contracts for permanent collection loans in coordination with Curatorial and Registration.
Prepare and execute related Registration paperwork such as temporary receipts, outgoing memorandums, re-entry memorandums, loan agreements, and insurance.
Coordinate courier arrangements for incoming loans, including airfare, accommodations, travel, and per diem.
Document the entirety of the loan and close out hard-copy and electronic files upon completion of the loan period.
Coordinate with Registration colleagues to reconcile outstanding, incomplete, or inaccurate records.
Digitize active loan records and record loan history in the collections management database.
Assist with addressing requests from the Museum’s collections inquiry mailbox, from the public, information desk, and other staff.
Perform as a staff liaison and effectively present information and respond to questions.
Prepare, process, update, maintain, and distribute departmental records, budgets, reports, schedules, inter-departmental forms, and memorandums.
Compose and type routine correspondence and make copies.
Collaborate with the Registration and Installation staff to produce and maintain the weekly Registration Department Schedule.
Provide department-related support as needed.
Be available to work limited hours outside of normal museum hours for after-hours emergencies and/or artwork shipments.