Assistant Registrar for Exhibitions

Newfields; Indianapolis (IN); On-site; USD 46,000 - 55,000; Full time

Job summary

Newfields seeks an Assistant Registrar of Exhibitions to manage small-scale exhibitions, oversee installation and deinstallation logistics, and coordinate loan documentation. The role involves handling packing, shipping, and courier arrangements for artworks, maintaining the EMu collections database, and ensuring accurate records for exhibitions and loans.

The position requires a Bachelor’s degree (Master’s preferred) with 3–5 years of related museum experience, strong organizational skills, and

Qualifications

• Bachelor’s degree required; Master’s preferred.
• Three–Five years related experience or training required.
• Experience with museum registration, loans, and collections management desirable.

Responsibilities

• Manage and coordinate small-scale exhibitions, including installation and deinstallation planning.
• Prepare and review loan and temporary loan documents with Curatorial and Registration staff.
• Maintain the collections database and accompany works of art for shipping and installation.
• Document exhibition records, generate condition reports, and ensure proper tagging and photography of artworks.
• Coordinate packing, shipping, and courier arrangements for incoming and outgoing loans.
• Assist with archival records, reports, and interdepartmental training as needed.

Skills

Organizational skills

Communication

Education

Bachelor’s degree

Master’s degree in Art History or Museum Studies

Tools

EMu database

Job description

Job Title: Assistant Registrar of Exhibitions

Reports To: Registrar of Exhibitions

FLSA Status: Exempt

Salary Range: 46,000 - 55,000

Essential Job Functions

1. Manage small-scale exhibitions; coordinate gallery rotation logistics:

• Prepare and coordinate installation and deinstallation paperwork and plans and review contracts for small-scale exhibitions. Coordinate with the Registration, Curatorial, Conservation, Design, Interpretation, and Installation staff.

• Manage the gallery rotation process and coordinate gallery rotation logistics. Prepare rotation documents, coordinate rotation reviews, and manage scheduling of gallery rotations. Coordinate with Registration, Curatorial, Conservation, Design, Interpretation, and Installation staff.

• Coordinate packing and shipping of works of art for small-scale exhibitions and gallery rotations, including departmental paperwork and scheduling notifications.

• Receive and release works of art.

• Process entering and exiting works of art for small-scale exhibitions and gallery rotations. Produce condition reports and ensure that art is tagged, measured, digitally photographed, and properly stored.

• Collaborate with Conservation staff on the tracking of light sensitive artworks in the galleries.

• Attend, participate in, and/or manage scheduling, logistics, and team meetings.

• Document the entirety of each project for the Museum Archive and close out hard-copy and electronic files upon completion of the project.

• Coordinate and book fine art shippers according to established protocols and within project parameters.

• Maintain finance records using the available technology such as the Museum’s purchase ordering system and registration ledger or collections database management system.

• Coordinate and assist with local pickups and deliveries of works of art.

• Accompany works of art as a courier domestically, internationally, and with traveling exhibitions.

• Participate as a team member for the Emergency On-Call Program, which sometimes requires working limited periods outside of the normal museum schedule for after-hours emergencies.

• Comply with Transportation Security Administration policies and regulations, including reoccurring testing, monthly recordkeeping, cargo screening, preparation of paperwork, and retention of records.

• Maintain the collections database (EMu) and electronic records for all small-scale exhibitions, gallery rotations, public installations, and incoming loans.

• Assist with the production of collections management reports and participate in interdepartmental training sessions for the collections database.

• Create, manage, and maintain records in the collections database, input data, consistently address data clean-up, and reconcile discrepancies related collections records.

• Assist with general museum-wide support for database users.

• Process and negotiate incoming loan agreements and review contracts for permanent collection loans in coordination with Curatorial and Registration.

• Prepare and execute related Registration paperwork such as temporary receipts, outgoing memorandums, re-entry memorandums, loan agreements, and insurance, for entering and exiting works of art.

• Coordinate fine art packing and shipping and receive and release works of art.

• Process entering and exiting works of art for incoming loans. Produce condition reports and ensure that art is tagged, measured, digitally photographed, and properly stored.

• Coordinate courier arrangements for incoming loans, including airfare, accommodations, travel, and per diem.

• Document the entirety of the loan and close out hard-copy and electronic files upon completion of the loan period.

• Coordinate with Registration colleagues to reconcile outstanding, incomplete, or inaccurate records.

• Digitize active loan records and record loan history in the collections management database.

1. Department Support:

• Assist with addressing requests from the Museum’s collections inquiry mailbox, from the public, information desk, and other staff while utilizing appropriate resources.

• Perform as a staff liaison and to be able to effectively present information and respond to questions from groups of managers, customers, and the public.

• Prepare, process, update, maintain, and distribute departmental records, budgets, reports, schedules, inter-departmental forms, and memorandums. Compose and type routine correspondence and make copies.

• Collaborate with the Registration and Installation staff to produce and maintain the weekly Registration Department Schedule.

• Provide department-related support as needed.

• Be available to work limited hours outside of normal museum hours for after-hours emergencies and/or artwork shipments.

Educations and/or Experience (please use bullet points)

• Bachelor’s degree from an accredited college or university is required; Master’s degree in Art History or Museum Studies is preferred.
• Three – Five years related experience and/or training is required; or equivalent combination of education and experience.