Curatorial Assistant

Wrightwood 659; Chicago (IL); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement savings plan

Paid time off

Job summary

Wrightwood 659 in Chicago is seeking a full-time Registrar to safeguard the accuracy and accessibility of the museum’s exhibition and object records. The Registrar will oversee the collections management database, cataloging, location tracking, and accompanying documentation, reporting to the Executive Director.

Working with registration, curatorial, and admin staff, you will develop consistent data-entry standards, conduct audits, manage digital images, and support provenance research.

Qualifications

• Bachelor’s degree in museum studies, art history, library and information science, archives, or a related field.
• Three to five years of experience in museum registration, collections management, cataloging, archives, or database administration.
• Experience with a museum collections management system, specifically TMS (The Museum System).
• Knowledge of museum documentation practices, accessioning, inventory procedures, object location tracking, and collections stewardship.

Responsibilities

• Maintain and administer the institution’s collections management database, The Museum System (TMS), ensuring the accuracy, consistency, and completeness of object records.
• Enter, update, and verify information relating to artworks, artists, titles, dates, dimensions, materials, provenance, acquisition history, ownership, credit lines, and related documentation.
• Maintain accurate object location records and document movements between storage, galleries, offices, and off-site locations.
• Develop and maintain database reports.
• Assist with maintaining comprehensive physical and digital files for artworks, including acquisition documents, deeds of gift, bills of sale, provenance research, appraisals, condition reports, conservation records, and correspondence.

Education

Bachelor’s degree in museum studies, art history, library and information science, archives, or a related field

Tools

The Museum System (TMS)

Job description

Wrightwood 659 is a contemporary exhibition space dedicated to architecture and socially engaged art.A full list of past exhibitions can be found at www.wrightwood659.org.

We are seeking a full-time Registrar, reporting directly to the Executive Director. The Registrar is responsible for maintaining the accuracy, integrity, and accessibility of the institution’s exhibition and object records and related documentation. This position oversees collections management database administration, artwork cataloging, location tracking, object documentation, condition and provenance records, and the maintenance of physical and digital files.

Working closely with the Director of Registration, curatorial, exhibitions, and administrative staff, the Registrar ensures collection information is accurate, current, consistently organized, and maintained in accordance with professional museum standards. The position also supports institutional reporting, research, and the development of systems for long-term stewardship. The ideal candidate is meticulous, analytical, and comfortable managing detailed information while improving systems and processes supporting the institution’s exhibitions.

The position does not include remote working opportunities.

Key Responsibilities

Database Management

• Maintain and administer the institution’s collections management database, The Museum System (TMS), ensuring the accuracy, consistency, and completeness of object records.
• Enter, update, and verify information relating to artworks, artists, titles, dates, dimensions, materials, provenance, acquisition history, ownership, credit lines, and related documentation.
• Maintain accurate object location records and document movements between storage, galleries, offices, and off-site locations.
• Establish and maintain consistent cataloging conventions, data-entry standards, controlled vocabularies, and recordkeeping procedures.
• Conduct regular data audits to identify missing, inconsistent, or outdated information and coordinate corrections.
• Manage digital images, object documentation, and links to supporting records in accordance with institutional policies and rights restrictions.
• Support database upgrades, data migration, system troubleshooting, and the development of improved workflows.
• Develop and maintain database reports.

Documentation and Stewardship

• Assist with maintaining comprehensive physical and digital files for artworks, including acquisition documents, deeds of gift, bills of sale, provenance research, appraisals, condition reports, conservation records, and correspondence.
• Ensure documentation relating to ownership, title, restrictions, copyright, and reproduction rights is recorded accurately and referred to appropriate staff when review is needed.
• Coordinate and participate in periodic location audits.
• Monitor the completeness and organization of collections records and recommend improvements to documentation practices.
• Maintain appropriate backup, access control, and confidentiality procedures for information in collaboration with relevant staff.

Research and Reporting

• Compile accurate information for curatorial research, exhibition planning, publications,institutional reporting, and other approved uses.
• Prepare object lists, collection inventories, database exports, and reports as requested.
• Verify artwork information for exhibition checklists, wall labels, catalogs, websites, and other interpretive materials.
• Research and reconcile discrepancies in object records in collaboration with Director of Registration, curatorial staff and other relevant stakeholders.
• Support the documentation of provenance, ownership history, and related research, referring complex questions to the appropriate specialist.

Exhibition Support

• Prepare and administer loan agreements, facility reports, certificates of insurance, and related exhibition documentation in coordination with institutional leadership, as needed.
• Assist with coordination of insurance coverage and ensure appropriate documentation is in place.
• Review and reconcile invoices against loan agreements, and ensure follow up on agreement conditions, including security, catalogue, and final report requirements.
• Provide accurate information to support exhibition checklists, labels, catalogs, and other interpretive materials.
• Maintain the authoritative record of artwork locations and update records following loans, installations, deinstallations, and other movements.
• Coordinate with the Director of Registration to ensure movement documentation, condition reports, and relevant loan records are complete and consistent.
• Assist with tracking artwork status, location, and documentation requirements across concurrent exhibitions.

Systems, Policies, and Collaboration

• Assist with development and maintenance of written procedures for database use, cataloging, file management, and documentation.
• Work with curatorial, exhibitions, conservation, facilities, and administrative teams to ensure information is accurate and accessible to authorized users.
• Identify opportunities to improve database functionality, data quality, reporting, and digital recordkeeping.
• Maintain confidentiality and follow institutional policies concerning sensitive information, donor records, copyright, and access to collections documentation.

Qualifications

• Bachelor’s degree in museum studies, art history, library and information science, archives, or a related field, or equivalent professional experience.
• Three to five years of experience in museum registration, collections management, cataloging, archives, or database administration.
• Experience with a museum collections management system, specifically TMS (The Museum System), and strong data-entry, data-quality, and recordkeeping skills.
• Knowledge of museum documentation practices, accessioning, inventory procedures, object location tracking, and collections stewardship.
• Exceptional attention to detail, organizational skills, and the ability to manage complex information accurately.
• Proficiency in Microsoft Office or Google Workspace, including spreadsheets and data reporting.
• Strong written communication, research, analytical, and problem-solving skills.
• Ability to manage confidential information and work independently while collaborating effectively across departments.

Preferred Qualifications

• Experience with collections management platforms such as The Museum System (TMS) or comparable systems.
• Experience with reporting software such as Crystal Reports.
• Familiarity with collections data standards, controlled vocabularies, digital asset management, and data migration.
• Experience documenting contemporary art, multimedia works, complex installations, or artist-generated documentation.
• Knowledge of museum registration standards, collections policies, and best practices for long-term digital preservation.

Hours and Compensation

• Monday-Friday, 9:00 am to 5:00 pm.This is an in-person position.
• Highly competitive salary starting at $70,000 to $80,000, commensurate with the level of experience along with benefits to include medical, dental, vision, life insurance, disability, retirement savings plan and paid time off (sick days and vacation days).

Weareanequalopportunityemployerwithaprogressive,LGBTQfriendlyenvironment.