Manager of Registration & Archives

Carnegie Museums of Pittsburgh

Manager of Registration & Archives manages the Registration Department while supporting and fulfilling registration and collections management responsibilities related to the Carnegie Museum of Art’s permanent collection, acquisitions of works to the permanent collection, exhibition program, loans to/from the museum, outgoing loans, on-site and offsite storage activity, and the museum’s archive. Key responsibilities include day-to-day management of the Registration staff; the care, handling, processing, and oversight of objects from the Museum’s collection and on loan; the refinement, revision, and implementation of collection management and Registration policies, procedures, and professional practices; and the maintenance of the Museum’s archive. The Manager of Registration guides, supervises, mentors, and develops staff and works closely and collaboratively across teams to meet the strategic objectives of the Museum, its artistic program, and the stewardship of the museum’s collection. The position assumes responsibility for all areas of collections and exhibitions stewardship, including the documentation, storage, handling, packing/unpacking, transportation, and insurance of all works of art entering and leaving the Museum, and for tracking the movements of all works of art within the Museum at all times. The Manager of Registration may need to work a variable schedule including nights, weekends, and holidays.

Responsibilities

PRINCIPAL ACCOUNTABILITIES

  • Directs and manages the work of the Registration Department including: budget, insurance, financial analysis, storage, documentation, accessioning and deaccessioning, and loan programs.

  • Oversees budget management of the Registration department; planning, implementing and managing applicable budgets to ensure effective financial controls and meet budget goals.

  • Supervises and mentors Registration department staff. Guides staff to align activities with the Museum’s strategic priorities. Provides staff with clear and regular feedback; conducts performance evaluations; and supports professional growth opportunities.

  • Develops plan for department internships and assists with internship and volunteer management.

  • Evaluates department work-flow and directs work assignments to maximize efficiency, coordination and output among team members.

  • Works with Carnegie Museums of Pittsburgh Legal and Finance departments to manage all legal and insurance matters.

  • Manages the centralized care and stewardship of the Museum’s collection in accordance with the Museum ‘s professional standards and standards set by the American Alliance of Museums.

  • In consultation with the Director of Collections & Exhibitions Management and in collaboration across departments, develops ethical collection policies and procedures that can be easily understood by and shared with staff.

  • Communicates and enforces collection policies and procedures. Regularly reviews and updates policies with Director and Director of Collections & Exhibitions Management to ensure applicability

  • Engages in short-, mid- and long-range planning for the care of the collection, keeping abreast of new developments in registration and collections care and advises museum administration as necessary.

  • Works closely with the Art Preparation & Installation, Conservation, and Exhibitions departments to evaluate cross-departmental work-flow for permanent collection, acquisition, loan, storage, and exhibition activity.

  • Plans, manages, and participates in collection-wide inventories, as needed.

  • Manages the archives, including organization of the physical space, assessing, collecting, organizing, and preserving institutional records. —-Works closely with staff to identify and collect the appropriate materials for the archives. Facilitates staff, scholar, and public access to archives.

  • Works closely with Collections Information Manager on updates to collections management system, KEMu, and supports with Museum staff training.

  • Oversees entry, maintenance, and accuracy of collection and incoming and outgoing loan records; and keeps orderly and accurate records of all works of art in the collection and their location to meet accepted registrarial practices and to support the needs of the museum.

  • Supervises the movement of works of art within the museum; maintains orderly storage facilities for works of art, and ensures the museum retains its TSA-designated screening facility status.

  • Manages all required tax forms and contractual paperwork related to charitable donations of art, purchases, artistic commissions, incoming and outgoing loans, and deaccessioning.

  • Prepares relevant sections of U.S. Government Indemnity Proposals and applications for Immunity from Seizure and issues certificates of insurance.

  • Uses Asana to refine and create digital Registration processes.

  • Creates and implements transparent processes and systems .

  • Performs day-to-day Registration responsibilities for permanent collection, acquisitions, outgoing loans, incoming loans, deaccessions, and archives.

  • Keeps apprised of current information in the field

  • Performs other related duties as assigned by supervisor.

Requirements

EDUCATION & EXPERIENCE:

  • Bachelor’s degree required in Art History or Museum Administration with a specialty in collections administration or related field, master’s degree preferred.

  • Excellent analytical skills, attention to detail, and proficiency with museum database systems.

  • Advanced knowledge of museum registration methods, materials handling, storage, transportation, insurance, and collections care.

  • Requires at least 3years of increasingly supervisory experience and at least 3 years direct experience in museum registration and/or collections management.

KNOWLEDGE, SKILLS, ABILITIES:

  • Proven leadership, supervisory, interpersonal, and management skills are required.

  • The candidate will be a resourceful problem-solver with excellent oral and written communication skills, including a demonstrated ability to work with colleagues from diverse backgrounds in a flexible and transparent manner.

  • Demonstrated capacity to coordinate and manage multiple, often complicated, concurrent projects.

  • Proficiency in developing, implementing, and tracking project and experience managing departmental budgets and finances; strong understanding of proper documentation for acquisitions, collections objects, loans, and other administrative registration functions; knowledge of appropriate care, handling, and storage for a wide range of materials.

  • Commitment to the use of technology to improve efficiency and effectiveness of Registration and collections management processes and procedures.

  • The candidate should be an established member of the registration/collections management community, and have national and international professional affiliations.

  • Must be proficient with Microsoft Office: Excel, Access, PowerPoint, Word, Sharepoint, Outlook, Teams.

  • Candidate will be expected to gain expertise with KEmu, the Museum’s collection’s management system, and Asana, the Museum’s project management system.

PHYSICAL REQUIREMENTS:

  • Position requires bending and lifting, sitting and/or standing for long and varying periods of condition reporting and supervising, directing, or guiding others to move, pack, and unpack works of art.

  • Travelling nationally and internationally is required.

  • Ability to handle works of art, up to 25 lbs.

  • Occasional ladder and aerial lift work may be required.

How to Apply

Please apply using application link provided.

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Posted on January 4