Registrar & Departmental Manager

moCa Cleveland; Cleveland (OH); On-site; USD 50,000 - 60,000; Full time

Job summary

moCa Cleveland is seeking a Registrar & Departmental Manager to oversee registration, documentation, and logistical coordination for the Exhibitions & Engagement Department. The role handles contracts, loans, budgets, archiving, and communications with artists to ensure timely, accurate handling of artworks during travel to, from, and within the museum.

The ideal candidate has a Bachelor's degree in art history or museum studies and at least two years in a registrar role, with experience in

Qualifications

• Bachelor's degree in art history, museum studies, or related field.
• Minimum of 2 years of experience as a Registrar (or similar) within a museum or gallery.
• Travel requirements: local and international with valid passport.
• Experience with exhibition cycles, art handling, conservation, and transportation standards.

Responsibilities

• Prepares contracts, agreements, and budgets for exhibitions, loans, and related documentation.
• Manages logistics for regional, national, and international art transportation and installation standards.
• Tracks artwork movement, records condition reports, and maintains archival records.
• Supervises exhibition preparation such as framing and conservation.
• Coordinates artist travel including itineraries and hosting.
• Monitors environmental conditions in the exhibition space to meet standards.
• Sets records management policies and coordinates with archives.
• Supports special projects involving artworks and donor communications.
• Maintains and analyzes departmental data to support decision making.
• Assists with departmental budgets and expense controls.
• Coordinates with security and engagement staff to safeguard artworks.
• Represents the exhibitions department for tours and public events.

Skills

Contracts management

Budgeting

Logistics coordination

Artwork handling knowledge

Communication

Education

Bachelor's degree in art history or museum studies

Advanced degree preferred

Tools

Microsoft Office

Google Workspace

Job description

Reports To: Deputy Director & Senior Curator

Direct Reports: Occasional interns and volunteers

FTE, FLSA Status: Full Time, Exempt

Salary Range: $50,000-$60,000

Job Objective

The Registrar & Departmental Manager is responsible for a broad range of registration and administrative functions for the Exhibitions & Engagement Department, which primarily include the documentation, care, and logistical coordination of artworks, managing contracts and loans, administering departmental budgets, supporting artist-related logistics, archiving, interfacing with artists and ensuring accurate scheduling and cogent planning. This position plays a critical role in developing and refining processes related to record-keeping, transportation, and proper safety and handling of art traveling to, through, and from the museum.

Essential Duties and Responsibilities

• Prepares contracts, agreements, and budgets for all in-house and traveling exhibitions, including loans, commissions, checklist(s), condition reports, insurance, transit arrangements, and related documentation.
• Manages logistics for regional, national, and international art transportation, ensuring packing, handling, and installation standards and protocols are in compliance with the fine arts insurance policy.
• Tracks the movement of artwork internally and as it enters and exits the museum, performing incoming and outgoing condition reports and creating written and photographic records of artwork upon entry and exit of the museum.
• Supervises any required exhibition preparation for artworks such as framing and conservation.
• Manages logistics for artist travel including itinerary development, transportation, and hosting.
• Monitors and regulates, with the Facilities and Operations Director, environmental conditions in the exhibition space to ensure it always meets standards of relative humidity, temperature, environmental hazards safety, and light levels.
• Sets departmental records management policies and procedures, including coordination of required facility reports and transfer of records to archives.
• Supports special projects involving artworks (benefits, auctions, editions, artist merchandising), preparing donation agreements and coordinating framing, incoming and outgoing artwork transit, and communications with buyers.
• Maintains and helps analyze records and departmental data to support decision-making processes.
• Helps to prepare and manage departmental budgets, ensuring expense controls and economies.
• Coordinates and communicates with security and engagement guide staff to ensure the safety of all artworks.
• Serves as a representative of the exhibitions department for tours and other public-facing events as needed.
• Understands basic business operations principles and applies foundational project management methods.

Note: The duties above are intended to outline those functions typically performed by individuals assigned to this classification. This description of duties is not intended to be all-inclusive or to limit the discretionary authority of the Kohl Executive Director to assign other tasks of a similar nature or level of responsibility, nor does it imply an employment contract.

Qualifications

• Education : Bachelor's degree in art history, museum studies, or a related field; advanced degree preferred.
• Experience : Minimum of 2 years of experience as a Registrar (or similar role) within a museum or gallery setting, including demonstrated success managing the exhibition cycle, as well as familiarity with art handling, conservation, and transportation standards.
• Travel (local) : Reliable transportation and a valid Driver's license.
• Travel (international) : Valid Passport with an expiration date at least 6 months in the future.

Knowledge, Skills, and Abilities

• Adaptability : Navigates and adapts to changing priorities/work environments.
• Alignment : Represents moCa in a positive light in interactions and communications.
• Art & Culture : Possesses an advanced appreciation and deep knowledge of both contemporary art and culture.
• Communication : Communicates (both verbally and in written English) with a proficient level of awareness, confidence, and fluency to build relationships with and influence diverse stakeholders as needed to achieve the museum's strategic objectives.
• DEIA : Commits to modeling best practices for collaborating with diverse populations, demonstrating a proficient understanding of diversity, equity, inclusion, and accessibility (DEIA) principles.
• Fundraising Acquisition : An intermediate understanding of fundraising techniques and strategies; ability to clearly articulate the museum's mission, programs, and impact in a compelling manner.
• Fundraising Management : Has an awareness of fundraising budgets, funding types, categorizing income sources, and reading basic reports.
• Independence : Learns and executes tasks autonomously, develops and optimizes processes for efficiency, consistently maintains exceptional focus to complete tasks independently, and makes well-informed decisions with minimal oversight.
• People Management : Builds relationships and collaborates effectively, provides basic coaching and support to direct reports, and demonstrates willingness to learn and adapt to new management responsibilities.
• Reliability : Reliably fulfills obligations, consistently meets or exceeds deadlines, and proactively contributes to refining and improving established policies and procedures.
• Tech & Tools : Uses computer systems and programs (e.g., Microsoft Office, Google Workspace, and/or role-specific technology) with competency and efficiency.
• Writing/Editing : Possesses intermediate writing and editing skills - drafts clear and coherent content, edits content for grammar, punctuation, and spelling, and ensures consistency in style and tone across different types of content.

Physical Demands

• Sitting (continuously), standing (occasionally), and moving among various areas of the facility (frequently).
• Listening and exchanging information in-person, by phone, and computer (frequently).
• Lifting and carrying up to 15 pounds (occasionally).
• Using hands for simple & power grasping, pushing & pulling, and fine manipulation (continuously).
• Operating a computer and keyboarding (continuously).
• Reaching above shoulder level, at waist level, and below waist level (occasionally).
• Bending (waist level), twisting (waist level), squatting, kneeling, balancing (frequently), and crawling (occasionally).
• Climbing stairs (frequently) and/or ladders (occasionally).

Work Environment

• Office Environment: Open-concept office with transparent walls, natural, and artificial light, and concrete floors.
• RWA : Eligible for a hybrid work schedule under moCa’s RWA policy.
• Local Travel: Frequently required to travel locally for work.
• Global Travel: Rarely required to travel globally for work.
• Schedule: Occasionally required to work evenings and/or weekends.

We are an equal opportunity employer and prohibit discrimination and harassment of any kind based on any characteristic protected by federal, state, or local laws. moCa is dedicated to providing reasonable accommodations to qualified individuals with disabilities to perform essential job functions and enjoy equal employment benefits. This policy applies to all aspects of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.