Oklahoma Contemporary Arts Center

Position Summary

The Registrar is in charge of exhibition-related logistics involving negotiation of contracts, securing loan agreements, packing/crating, shipping/transportation, insurance coverage, customs clearance and courier arrangements (for foreign loans), incoming and outgoing condition reports. The Registrar ensures best practices are observed in art handling and exhibition installation, monitoring of conditions in galleries, and assisting with organization and upkeep of art storage. Reporting to the Director of Curatorial Affairs, the Registrar will work very closely with the Exhibitions Manager, Installation Crew, as well as the Exhibitions and Operations staff. The Registrar will also oversee rights and reproductions for exhibition catalogues and brochures.

Oklahoma Contemporary is a non-collecting institution with an active calendar of changing exhibitions that each year comprises 2 major exhibitions with corresponding Learning Gallery installations, 3-4 exhibitions that focus on local artists, public art commissioned for the Campbell Art Park, and outdoor sculptures installed in the Sculpture Garden.


  • Salary commensurate with experience ($45,000 - $50,000)

  • Excellent benefits package includes healthcare, dental, vision, and a 403b matching plan

  • Professional development opportunities as available

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position.


Essential Job Functions

  • Oversee administration of exhibition documents, including loan agreements, insurance certificates, packing and shipping arrangements

  • Communicate with lenders and coordinate insurance with Oklahoma Contemporary insurance brokers or with the lender’s insurance company, where applicable

  • Coordinate packing/crating/transport/installation requirements with the lender, courier, and installation logistics and transport companies; communicate changes regarding loan status and/or schedule with the lenders

  • Detailed execution of condition reports for outgoing and incoming exhibition loans

  • Taking detailed packing notes of incoming works, including crate identification and visual as well as written documentation at every stage of unpacking

  • Oversee load-out and delivery of crates, ensuring that all pieces are clearly labeled and accounted for on the way in or out

  • Work integrally with the installation crew on the gallery floors to ensure that extreme care is being taken with the handling of each object and that the movement of crates and other activities taking place on the gallery floor are conducted in an organized manner with safety of staff and artworks of paramount concern

  • Assist with installation as needed

  • Work with Exhibitions Manager to develop and monitor exhibition budgets; monitor purchase orders and vendor invoices

  • Monitor all galleries and outdoor installations; track climate or hygrothermograph readings and update lenders of these readings upon request

  • Work with curatorial staff in maintaining accurate and complete exhibition and loan files, in paper and online

  • Serve as point person for incoming traveling exhibitions

  • Help coordinate Oklahoma Contemporary-organized traveling exhibitions and accompany exhibition to each venue as needed

  • Oversee coordination of rights and reproductions for exhibition-related publications (print and digital)

  • Mentor and train installation crew with best art handling practices and condition reporting

  • Supervise/mentor interns


Job Requirements

  • Bachelor’s degree in art history, museum studies, fine arts, or related field

  • Three to five years’ experience within Registrar department of an art museum or major contemporary art gallery, including experience with responsibilities listed above

  • Must have extensive knowledge of AAM and ARC registration standards

  • Working knowledge of conservation principles

  • Experience securing rights and reproduction permissions, sourcing images and licensing use for reproduction, reviewing image files for content and quality, tracking photo credits, entering metadata, and maintaining image database

  • Broad knowledge of, and experience with, contemporary art

  • Highly organized and detail-oriented

  • Excellent communication skills

  • Extremely conscientious about meeting goals and deadlines and observing best practices in all aspects of position

  • Proficiency with Microsoft Office Suite, including Excel, is required

  • Experience with Filemaker Pro preferred

Other requirements and working conditions:

  • Use of a car (legally registered and insured for daily use) required

  • Use of a computer/monitor, telephone, and copier daily

  • Willingness to work evenings and weekends

  • Team environment with frequent group meeting participation

  • Physical requirements: Lifting/Carrying - heavy work may include routine lifting of a maximum weight of 50 lbs; combination of sitting, standing, walking, and driving on a frequent basis

How to Apply

To Apply:

Submit a cover letter and resume or CV highlighting your education and experience along with two references to

Applications will be reviewed on a rolling basis until the position is filled. Unfortunately, because of the volume of applications we receive, we are not able to give status updates.

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Posted on May 27