Coordinating Manager, Collection Registrar (Coordinating Manager Level B)

NYC Health + Hospitals; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

NYC Health + Hospitals is seeking a Collection Registrar to manage its extensive art collection across more than 50 healthcare facilities. You will maintain records, support installations, and coordinate loans while ensuring regulatory compliance and conservation standards.

The role requires a relevant degree and 1–4 years in museum registration or collections management, with travel between locations likely. Strong organizational and communication skills are essential for success in this system.

Qualifications

• Experience with collection management databases and registration best practices.
• Knowledge of art handling, storage, and preventive conservation principles.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively across facilities.
• Interest in arts and healthcare intersection.
• Degrees in Art History, Museum Studies, Arts Administration or related fields preferred.

Responsibilities

• Maintain collection database with location, condition, provenance, and insurance records.
• Coordinate artwork installations, de-installations, and relocations across facilities.
• Perform inventory audits and document findings for curatorial review.
• Assist with donations, acquisitions, and related paperwork.
• Process artwork loans including agreements and insurance certificates.
• Coordinate wall signage and didactic labels for installations.
• Serve as a primary contact for facility staff on artwork care.
• Prepare documentation for Public Design Commission submissions.
• Support grant reporting with collection data and photographs.
• Digitize records and manage digital asset organization.

Skills

Collection management databases

Registration

Art handling

Organizational skills

Written and verbal communication

Independent and collaborative work

Education

Master’s degree in Art History, Museum Studies, Arts Administration, or related field

Bachelor’s degree in Art History, Museum Studies, Arts Administration, or related field

High School diploma or equivalent

Tools

Artlogic

Artwork Archive

Microsoft Office Suite

Adobe Creative Suite

Google Workspace

Job description

Marketing Statement

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city’s five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers.

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city’s five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers.

Duties & Responsibilities

SUMMARY OF ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Collection Registrar supports the comprehensive management of the NYC Health + Hospitals Arts in Medicine permanent collection, comprising over 8,000 artworks across 50+ healthcare facilities. Under the guidance of the curatorial team, this position maintains collection documentation, coordinates artwork logistics, and ensures regulatory compliance. The Registrar works closely with conservators, art handlers, and vendors to support installations, de-installations, and conservation projects across the system.

General Tasks And Responsibilities Will Include

• Maintain and update the collection database, ensuring accurate records for all artworks including location, condition, provenance, and insurance documentation
• Support curatorial staff with coordination of artwork installations, de-installations, and relocations across all NYC Health + Hospitals facilities
• Conduct regular inventory audits and condition assessments; document and report findings to the curatorial team
• Assist with artwork donations and acquisitions, including intake documentation, deed of gift processing, and accessioning paperwork
• Process artwork loans, including loan agreements, insurance certificates, and shipping logistics
• Coordinate wall signage and didactic labels for installations and exhibitions
• Serve as a point of contact for facility staff regarding artwork care, maintenance concerns, and collection-related inquiries
• Prepare documentation for NYC Public Design Commission submissions
• Support grant reporting by providing collection data, project documentation, and photographic records
• Digitize collection records and photographs; manage digital asset organization consistent with industry best practices

Minimum Qualifications

• Master’s Degree from an accredited college or university; and one (1) year of full-time experience in a health care setting; or
• Bachelor’s Degree from an accredited college or university; and two (2) years of full-time experience in a health care setting; or
• A satisfactory equivalent combination of education, training and/or experience, in which each year of relevant training and/or experience can be substituted for 30 semester credits from an accredited college or university. However, all applicants must at least have a High School diploma or its educational equivalent, approved by a State’s Department of Education or a recognized accrediting organization.

Department Preferences

• Demonstrated experience with collection management databases and registration best practices
• Knowledge of art handling, storage, and preventive conservation principles
• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to work independently and collaboratively across multiple facilities
• Interest in the intersection of arts and healthcare
• Bachelor's degree in Art History, Museum Studies, Arts Administration, or related field preferred
• Master's degree in Museum Studies, Arts Administration, or related field preferred
• 2 – 4 years of experience in museum registration, collections management, or related field
• May be required to travel between health + Hospitals locations
• Collection management software (e.g., Artlogic, Artwork Archive, or similar)
• Microsoft Office Suite, Adobe Creative Suite, Google Workspace