Assistant Registrar

Job Description

Job Title: Assistant Registrar

Department: Curatorial

Reports To: Chief Registrar

Supervisory Responsibility: Interns and Volunteers, as needed

FLSA Status: Full-time, Regular, Exempt

Salary: $35,000-$40,000

Work schedule: Monday-Friday 9AM-5PM, with flexibility to work evenings and weekends as needed

Proposed Start Date: January 2026

Prepared/Revised Date: 10/2025

Position Summary: The Assistant Registrar plays a critical role in supporting the Chief Registrar, Associate Registrar and Curatorial team in the stewardship of the museum’s collections. This position contributes to the care, management, and documentation of both the permanent collection and special collections, and provides essential support for exhibition planning, implementation, and loan activity.

The Assistant Registrar is responsible for a range of administrative, registration, and logistical tasks with a particular focus on special collections. Key duties include coordinating the intake of new acquisitions, managing object care and documentation for permanent collection installations, maintaining rights and reproductions records, overseeing the Art in Public Spaces (APS) program, and assisting with environmental monitoring and preventive conservation efforts. The Assistant Registrar also ensures the accuracy and integrity of collection records, monitors object movement and location tracking, facilitates internal and external access to the collection, and contributes to ongoing inventories and special projects.

Duties and Responsibilities:

In coordination with the Collections Coordinator, oversee the intake of new acquisitions to the permanent collection, including shipping, measuring, photography, storage, and processing.

Manage the Aminah Robinson Estate Collection, including database updates, location tracking, and storage and care.

Assist with the care and use of the collections by ensuring proper storage, handling, conservation, and exhibition methods. Monitor environmental conditions (temperature, humidity, light), support integrated pest management, and perform object housekeeping in storage areas.

Coordinate arrangements for selected permanent collection rotations, including condition reporting, framing, installation, deinstallation, and photography.

Oversee the care and handling of loaned works during installations.

Manage Rights and Reproductions requests related to the permanent collection and special exhibitions.

Occasionally supervise access to artworks for research, exhibition planning, and study.

Coordinate the Art in Public Spaces (APS) program, including loan request processing, transportation, installation, recordkeeping, and storage management.

Participate in collection-related special projects, including inventories of the collections.

Maintain departmental and storage supplies and participate in weekly staff meetings.

Perform other duties as assigned.

Qualifications:

BA or BFA degree required.

Relevant previous museum or gallery experience required.

Knowledge of museum standards and practices of registration, art handling, conservation, and collections storage requirements and procedures.

Excellent written and verbal communication skills.

Strong organizational skills, high level of accuracy, and problem-solving skills.

Strong computer skills, including Office 365, Adobe Creative Suite, Filemaker Pro, Sketch-Up. Experience working with a museum database is preferred.

Ability to work both independently and effectively with staff, artists, guest curators, and scholars.

Ability to multi-task on complex projects, meet deadlines and establish priorities.

Performance Standards:

The Assistant Registrar is expected to be:

professional in the performance of their duties,

efficient and accurate in their work,

a team player who works well with a variety of staff and volunteers,

a skilled communicator comfortable engaging with a range of audiences, and

willing to take on additional responsibilities as needed.

Physical Demands:

The Museum is happy to provide reasonable accommodation for individuals with disabilities to perform the essential functions of this position. However, candidates should be able to:

See, talk, hear, and operate computer software and other office equipment.

Lift, carry, and move objects weighing up to 50 pounds safely and independently.

Stand, walk, bend, reach, and stoop as needed.

The statements contained herein describe the general scope of responsibilities and essential functions of this position but should not be considered all-inclusive. Individuals may perform other duties as assigned, including work in other areas to cover absences, assist with projects, or balance workload during peak periods.

Work Environment: Environment is office space.

Full-time