The Fine Arts Gallery is seeking a team member to lead our Collections office. The Registrar is responsible for overseeing all aspects of care, safety, handling, and documentation of the University’s art collection and artwork on loan. The position develops and implements management standards, policies, and procedures. The Registrar also helps educate gallery staff, students, and other interested parties on best practices and contributes to a lively exhibition and public engagement program. Reporting to the Director, the position interacts with both internal and external stakeholders.
Duties and Responsibilities
- Creates and maintains records encompassing the University’s greater art collection and exhibitions in collection database and physical form.
- Manages public online access to collection database.
- Manages logistical issues surrounding local, domestic, and international incoming and outgoing loans, including soliciting bids and contracting shippers, developing loan contracts, and generating condition reports.
- Manages conservation projects, including correspondence with conservators, maintenance of records, and loan paperwork and transit.
- Maintains regular communications with Vanderbilt office of risk management for collections and loan insurance‐related purposes.
- Oversees digital image library and photography needs for collections and exhibitions.
- Manages photographic services, including rights and reproductions.
- Oversees physical facilities requirements including environmental control and monitoring, pest management, security, and risk management; reviews facility reports of potential borrowers.
- Creates, establishes, and implements procedures for periodic inventories and routine condition reporting.
- Provides support in the development of collecting policies and ensures compliance with copyright laws, IRS regulations, and AAMD guidelines.
- Manages the accessioning of acquisitions and annual reports on acquisitions.
- Functions as part of a collaborative and collegial gallery team and contribute to exhibition and public programming planning, including establishing budgets.
- Participates in exhibition production including handling, installation and de‐installation, moving, storing, packing and unpacking of artwork.
- Oversees budget and project funding for collections care, conservation, and related activities.
- Couriers works of art, as needed, and manages courier arrangements for incoming loans.
Qualifications
- A Master’s degree in art history, museum studies, or related field is required.
- 3-5 years of professional work experience in a museum, library, or visual resources special collection is required.
- Experience with a major collections move is preferred.
- Knowledge of collections management and museum registration best practices is necessary.
- Knowledge of museum standards for the care, preservation, and display of works of art and historical objects is necessary.
- Proficiency in both PC and Mac platforms and strong computer skills including experience with Microsoft Office, Photoshop, and collections management software is necessary.
- Knowledge of and experience working with digital image file formats, file format conversion and related software, and image editing applications is necessary.
- Demonstrated interpersonal and communication skills, as well as the ability to work effectively with diverse clientele is necessary.
- Ability to lift, move, and pack items up to 50 lbs. and climb a ladder is required.
- Experience creating metadata records and performing authority control is preferred.
- Knowledge of best practices and experience with handling a variety of art objects and materials is required.
- Experience creating faithful digital images of artwork and managing digital preservation projects is preferred.
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