JOB SUMMARY: The Assistant Registrar reports to the Senior Registrar & Collections Manager (SRCM) and supports the efforts to manage the care and stewardship of the Norton Museum’s collection and loans, accounting for 10,000+ objects. The position provides essential administrative support to the SRCM while also working closely with the Director of Curatorial Operations & Research (DCOR), Curators, Curatorial Assistant, Head of Exhibition Design & Installation (HEDI), and Art Handlers. The Assistant Registrar supports the facilitation of 10-15 exhibitions a year, spanning the Museum’s five collecting areas: American, Chinese, Contemporary, European, and Photography. Further, the role works in tandem with the SRCM in their tasks to oversee the care, preservation, and risk management of the Museum’s holdings, ensuring that the collections are available for current and future visitors.
Collection Management Support
Assists the SRCM with all efforts relating to the physical care, receipt, movement, accessioning, documentation, and storage of objects acquired for the Museum collections as well as any other objects entering or exiting the building.
Works with the DCOR and SRCM to develop and enforce policies and procedures pertaining to the acquisition, management, and dispositions of collection.
Works with the DCOR, SRCM, HEDI, and Facilities Director to ensure the most secure environment possible for the collection. When necessary, also consults with the Security and Visitor Experience teams to ensure all artwork is protected and documented in the event of visitor interaction.
Works in close collaboration with the DCOR, SRCM, HEDI, and art handlers to oversee the safe installation of all art.
Assists the SRCM in efforts to support the DCOR, Curators, HEDI in the organization and planning of installation schedules for temporary and permanent installations.
In the acquisition of works of art, serves as the secondary point of contact for donors, galleries, and artists to schedule the packing and shipping of art as well as object documentation, upon its arrival.
Under the supervision of the SRCM, creates and maintains (manual and digital) records and documents that pertain to collection and loaned objects including, but not limited to, legal documents, accession records, object files, loan forms, condition reports, insurance certificates, shipping notification forms, donor information, tax forms, exhibition bond notices and special CITES licenses when needed for special exhibition material.
Under the supervision of the SRCM, works with the DCOR, Curators, and Curatorial Assistant to update records as needed with new-found information or research pertaining to artworks including new artist, title, or date attributions, updated label copy, new publications references, and exhibition histories.
Supports the SRCM with all logistics to photograph collection and loaned artworks, including individual object photography and installation photography of special exhibitions, installations, and permanent galleries, when needed.
Serves as the main museum representative for fulfilling external image requests which includes preparing rights and reproduction contracts and securing payments.
Assists the SRCM with inventories of collections, including spot inventories.
When necessary, travels with loans and exhibitions as both a domestic and international courier to oversee installations and deinstallations of exhibitions at other institutions.
For additional safety precautions, works closely with the SRCM to execute art-related hurricane preparedness and potentially serves as on-site curatorial presence during the storm or serves as first back-up after storm dissipates.
When necessary, works under the supervision of the SRCM and curators on projects related to deaccessioning works from the collection which includes pulling TMS reports/checklists, updating electronic and hard object records, arranging for the packing and shipping of deaccessioned objects to external location.
Supports the SRCM in the researching estimates that determine the annual exhibition and department budgets.
Supports the SRCM in all matters pertaining to the Museum’s fine art insurance and its annual renewal.
Supports the start-up efforts to digitize the Museum’s collection for the Norton’s website, including the thorough review of photography needs and object records with SRCM, DCOR, Curators, and Curatorial Assistant and updating details as necessary to ensure accuracy.
BA in Fine Art, Art History or Museum Studies, or a closely related discipline is preferred; professional experience in a comparable setting will also be seriously considered.
1 – 2 years of museum experience, 2-3 years preferred, where the above responsibilities were an integral part of the candidate’s role with a clear understanding of best curatorial and registration practices.
Excellent proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, and OneDrive), Box, Adobe Creative Suite, Zoom, and The Museum System (TMS).
Familiarity with copyright law within the visual arts and extensive experience in managing rights and reproductions.
Experience organizing and supervising domestic and international shipments.
Knowledge of American Association of Museum’s Code of Ethics as well as the Collecting Guidelines for museums and current museum standards and best practices in registration and collection management.
Highly organized with the ability to manage multiple projects with strict deadlines in a team setting.
Proactive and positive attitude with ability to work well with Museum staff, board members, donors, lenders, volunteers, and the public.
Strong verbal and written communication skills and solves problems strategically and creatively.
Functions independently and to be flexible for interruptions and changing priorities.
Willing to work beyond normal working hours, on weekends and remain accessible when away from the museum so requirements of this position can be fulfilled.