Collections Manager and Registrar

The Collections Manager and Registrar is responsible for managing records and performing registration tasks for the physical and digital collections, as well as for the safety, care and security of those collections. They perform registration tasks related to MoAR exhibitions and maintain the collections storage area. The Collections Manager  and Registrar works with conservators, mount makers, and other external vendors. They assist with object and exhibit installations. The Collections Manager and Registrar provides information about the collection as needed to other Museum departments (Development, Communications, Marketing, Education). The Collections Manager and Registrar is a key member of the Collections and Exhibitions team who works to support the Museum’s robust exhibition schedule. This position reports to the Senior Curator and manages the Assistant Registrar.

 

Primary Responsibilities:

With the Senior Curator, creates and updates policies/procedures related to collections including, but not limited to, the Collection Management Policy, Disaster Plan, Emergency Response Plan, Institutional Code of Ethics, Rights and Reproduction, security procedures, Integrated Pest Management, Object Handling procedures, Loan Policy and Access policy.

Manages loans, both incoming and outgoing, in support of the core exhibition, special exhibitions, and traveling exhibitions.

Creates and maintains records for the permanent collection including object files, legal documents, loan files, reference files, catalog records, donor correspondence, insurance documents, deaccessions, etc.

Manages the work of the Assistant Registrar.

Determines storage methods for objects and records; maintains the physical storage facility; works with the Exhibitions Specialist and Preparator to house collections and loan items

Manages the processing and accessioning of incoming gifts and purchases including generating Deeds of Gift and acknowledgement letters; accessions new material into the permanent collection

Manages the maintenance and cleaning schedule for the core galleries and special exhibits; assists with performing maintenance and cleaning in the exhibits on a weekly basis (some early morning and/or evening hours required)

Organizes and implements inventories and random checks

Facilitates, manages, and records the movement of objects, internal and external

Oversees packing and shipping for the collection and for exhibitions (both on-site and traveling); schedules and supervises packing and shipping, condition reporting and documentation

Updates the collections management database; manages digital files and all data input into the collections software to maintain integrity of information

Implements security procedures for the collection and exhibitions in cooperation with the security staff and facility manager

With the Senior Curator, facilitates access to collections for press events, education programs, and special programs (some evening and weekend hours required)

Acts as a courier, or assists with designating a courier, as needed

Oversees Integrated Pest Management practices

Works with exhibitions staff to create object labels, mounts, and other exhibition materials; develops install schedules for exhibitions; assists with exhibition installations (core galleries, special exhibitions, traveling exhibitions)

Reviews contracts with conservators, photographers, mount makers, and shippers

Disseminates information to other departments, researchers, outside inquiries, etc., by answering internal and external inquiries

Assists with monitoring budget for collections management; purchases collections management equipment and supplies

Other duties as assigned

Education:

M.A. in Museum Studies or equivalent degree; focus on Collections Management preferred.

Experience/Skills:

3 - 5 years of experience with museum registration and collections management; experience with incoming and outgoing loans is essential

High level of competency with collections management software

3 years of management experience

Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook, Google Drive, Docs, Sheets, and Dropbox

Flexible team player able to prioritize and manage multiple projects simultaneously, and follow through in a timely manner

Strong interest in/enthusiasm for American History

Ability to lift 30 lbs, climb ladders and use basic tools

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.