Registrar & Assistant Collections Manager
About The Position
The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential. Join the Ole Miss Family — Build Your Legacy Here! Job Summary: The Registrar & Assistant Collections Manager is responsible for the organization, documentation, care, and movement of the museum’s permanent collection and incoming/outgoing loans. This position ensures the highest professional standards in collections stewardship while supporting exhibitions, research, and teaching. Working as part of a small, collaborative team, the role combines detailed administrative oversight with hands-on collections management. Assists with registration aspects of the permanent collection and exhibitions, including transportation, object documentation, loan arrangements, insurance, and collections inventory. Job Description: Assists in coordination of logistical arrangements pertaining to transportation, customs clearance, shipping estimates, packing, and courier needs for borrowed artworks and artifacts. Issues loan agreements and assists in negotiating lender terms in collaboration with the curatorial staff, legal team, and insurance agents. Assists in coordination of exhibition installation and de-installation schedules. Adheres to industry best practices for object handling, movement, installation, storage, condition reporting, data management, packing, shipping, and security while on display. Maintains collections inventories, condition report documents, and other exhibition data.
Requirements
- Bachelor's (Required)
- At least one year of collections database management or similar program
- Knowledge of museum collections database systems (e.g., PastPerfect, TMS, or similar)
- Experience handling delicate materials and creating storage solutions
- Familiar with art handling, packing, and storage standards
- Strong organizational skills and attention to detail
- Ability to manage multiple projects and deadlines in a small team environment
- Ability to lift and move artworks and materials (up to ~40 lbs)
- Work may involve frequent bending, squatting, stooping, climbing, and sitting and standing for prolonged periods
- Possess basic skills in tools used for packing, unpacking, and installation of artwork
- Manual dexterity for safe object handling
- Must have a valid driver's license
Nice To Haves
- Master’s degree in museum studies, art history, or related field
- Experience in a university or academic museum setting
- Knowledge of copyright, provenance research, and cultural property issues
- Experience with digital asset management and photography documentation
Responsibilities
- Maintain and manage accurate, up-to-date collections records in the museum database
- Oversee accessioning, deaccessioning, and cataloging processes in accordance with institutional policies and ethical standards
- Organize and maintain physical and digital object files, including provenance, exhibition, and conservation records
- Manage incoming and outgoing loan documentation, temporary custody, and acquisitions including contracts, condition reports, and correspondence
- Assist in the physical care, handling, storage, and inventory of the permanent collection
- Monitor environmental conditions (temperature, humidity, light) and implement best practices for preventive conservation
- Adheres to collections pest management and cleaning schedule
- Conduct regular inventories and location tracking of objects
- Coordinate conservation needs and liaise with external conservators when necessary
- Provides assistance with packing, shipping, and rehousing collection objects
- Coordinate logistics for exhibitions, including packing, shipping, courier arrangements, and installation/deinstallation
- Prepare and maintain condition reports for objects entering and leaving the museum
- Assist with exhibition layout and object handling in collaboration with curatorial staff
- Ensure compliance with legal, ethical, and professional standards (e.g., AAM guidelines).
- Facilitate access to the collection for faculty, students, and researchers
- Support class visits, study sessions, and object-based learning
- Respond to internal and external collection and research inquiries
- Contribute to policy development and procedural improvements related to collections management
- Mentor, train, supervise student workers, interns, and volunteers as needed
- Collaborate across departments to support the museum’s academic and public mission, including programming
- Assists in coordination of logistical arrangements pertaining to transportation, customs clearance, shipping estimates, packing, and courier needs for borrowed artworks and artifacts.
- Issues loan agreements and assists in negotiating lender terms in collaboration with the curatorial staff, legal team, and insurance agents.
- Assists in coordination of exhibition installation and de-installation schedules.
- Adheres to industry best practices for object handling, movement, installation, storage, condition reporting, data management, packing, shipping, and security while on display.
- Maintains collections inventories, condition report documents, and other exhibition data.
Benefits
- The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
