Collections Registrar

Smith College; Northampton (MA); On-site; USD 52,845 - 71,496; Full time

Job summary

Smith College Museum of Art seeks an Associate Registrar to lead stewardship, documentation, and accessibility of the collection. The role administers the museum's collections database, manages rights and reproductions, and oversees digitization efforts, ensuring compliance with laws, regulations, and professional standards.

The position collaborates across the museum, building management projects, and other collections-related activities, supporting diverse staff and an inclusive work

Qualifications

• Graduate degree in Museum Studies, MLIS, or related field.
• 5+ years of experience in Museum Collections Management or Registration.
• Knowledge of museum core standards and best practices for collections management, relational databases, and provenance laws.
• Skills: Adobe Creative Suite, organizational skills, attention to detail, ability to work collaboratively.

Responsibilities

• Facilitate collection access for in-person visits by students, classes, and researchers.
• Manage location control and inventories for insurance compliance.
• Oversee collections objects’ location control during moves and major projects.
• Manage Qi CMS implementation and training for staff and stakeholders.
• Liaise with Keepthinking and other vendors to resolve database issues and updates.
• Oversee digitization, image storage, and acquisition documentation.
• Assist with exhibitions logistics, documentation, and installation/deinstallation.
• Oversee rights and reproductions requests and permissions for the collection.

Skills

Adobe Creative Suite

Organizational skills

Attention to detail

Collaborative work

Education

Graduate Degree in Museum Studies/MLIS

Tools

Qi CMS (Five College CMS)

Qi public portal

Keepthinking

Job description

Job Summary

As a member of the Collections Management team at the Smith College Museum of Art, the Associate Registrar plays a key role in the stewardship, documentation, and accessibility of the museum’s collection. The Associate Registrar holds primary responsibility for the administration of the museum’s collections database, manages rights and reproductions, and oversees collections digitization. They are responsible for complying with applicable laws, regulations, and professional standards related to collections management, documentation, intellectual property, and the stewardship of culturally sensitive material. Working both independently and collaboratively, they establish and maintain systems that support the collections care, use, and discovery. The Associate Registrar also serves as a critical partner in collections and building management projects and coordinating other essential collections-related activities. They take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Collections Access and Location Control (30%)

• Facilitate collection access for in‑person visits by students, classes, and academic researchers
• Manage location control for SCMA’s collection, overseeing annual inventories for insurance compliance as well as confirming the presence and condition of artworks
• Oversee Cunningham Center location management in coordination with the Cunningham Center Manager
• Direct organization of art storage areas to maximize efficient use of storage space
• Oversee collections objects’ location control during moves including major building projects and renovations

Database Administration (30%)

• Manage SCMA’s implementation of the consortial Five College Collections Management System (Qi/Keepthinking)
• Provide training to SCMA staff and other Smith College stakeholders in both the Qi CMS as well as the Qi public portal
• Liaise with FCI and Keepthinking to resolve database issues and implement software updates
• Serve as SCMA liaison to the consortial Collections Management and Access Committee which sets standards for data governance

Collections Documentation (10%)

• Manage the digitization of the collection including object photography and critical object records
• Maintain confidential paper files relating to the collection in conjunction with the digital files in the Collections Management System
• Create acquisition paperwork and documentation
• Create and manage workflows for intake of artworks

Exhibitions (10%)

• Assist with logistics, paperwork, condition reporting, and installation/deinstallation of exhibitions as needed
• Work with Exhibitions and Loans Specialist to ensure exhibitions documentation is entered into the Collections Management System in a consistent, timely manner

Rights and Reproductions (10%)

• Oversee external rights and reproductions requests and fulfilment for permanent collections objects
• Manage copyright permissions and image use for SCMA
• Update Collections Management System with rights and reproductions information and work with artists and artist representatives to gain copyright permissions for new acquisitions

Collections Stewardship (10%)

• Oversee processing and disposition of found‑in‑collections materials, complying with appropriate abandoned property laws
• Oversee processing of large, previously unprocessed gifts
• Oversee collections logistics of deaccessioning artworks identified through curatorial assessment, including provenance and title research
• Perform other duties as assigned by management

Minimum Required Qualifications

• Graduate Degree (field: Museum Studies, MLIS, or related)
• 5 or more years of experience in Museum Collections Management or Registration
• Knowledge of museum core standards and best practices for Collections Management, relational databases, museum lexica including Getty AAT, legal regulations governing abandoned property, title and provenance laws and regulations, repatriation and cultural protection ethics and regulations, best practices in digital asset management, project management systems and software
• Skills: Adobe Creative Suite, organizational skills and attention to detail, ability to work collaboratively with coworkers throughout the museum

Compensation

In addition to a competitive benefits package, annualized pay for this role is typically between $52,845.22 and $71,496.48 covering the middle half of market compensation. Actual compensation will vary based on individual qualifications and work schedule if less than full‑time.

Position Type

Regular

Equal Opportunity Employer / EEO Statement

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process.

Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination. Smith College seeks to attract individuals who are committed to our mission of providing the highest quality education to women.