Registrar for Collections

McNay Art Museum; San Antonio (TX); On-site; USD 51,000 - 63,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Paid Vacation

Paid Sick Leave

Retirement Plan Company Match 6%

Job summary

The McNay Art Museum is seeking a Registrar for Collections to oversee the proper documentation and day-to-day stewardship of the permanent collection and long-term loans. Reporting to the Curator of Collections/Collections Manager, you will manage records, coordinate loans, and assist in housing, preservation, and storage of artworks.

Key duties include maintaining provenance data, ensuring compliance with laws and policies, and supporting data entry and cataloging in the collection database.

Qualifications

• Minimum 3 years of museum registration work.
• Preferred degree in art/history/museum studies.
• Experience with collections management software.
• Ability to lift and handle artworks as required.

Responsibilities

• Maintain detailed records of the Museum's collections, including acquisitions, loans, conservation, photography, and provenance.
• Coordinate loans and related documentation, transportation, and insurance.
• Assist in housing, preservation, and storage of artworks.
• Oversee movement and installation of collection objects and assist couriers as needed.
• Ensure compliance with local, state, and federal laws and the Museum's policies.

Skills

Collaboration

Communication

Interpersonal Skills

Problem-Solving

Technical Proficiency

Attention to Detail

Project Planning

Budgeting

Education

Degree in Art / Art History / Museum Studies

Tools

Microsoft Office

Adobe Suite

Collections management software

Data Entry / Databases

Job description

Position Overview

Reporting to the Curator of Collections/Collections Manager, the Registrar for Collections is responsible for the proper documentation and day-to-day stewardship of the Museum’s permanent collection and long-term loans. This includes maintaining records, coordinating loans, assisting in the safe handling and shipping of works of art, as well as in the housing, preservation, and storage of art in the Museum.

REGISTRAR FOR COLLECTIONS

Reporting to the Curator of Collections/Collections Manager, the Registrar for Collections is responsible for the proper documentation and day-to-day stewardship of the Museum’s permanent collection and long-term loans. This includes maintaining records, coordinating loans, assisting in the safe handling and shipping of works of art, as well as in the housing, preservation, and storage of art in the Museum.

ANNUAL SALARY $57,000

ANNUAL SALARY $57,000

Benefits:

• Medical
• Dental
• Vision
• Paid Vacation
• Paid Sick Leave
• Retirement Plan Company Match 6%

Position Overview

Reporting to the Curator of Collections/Collections Manager, the Registrar for Collections is responsible for the proper documentation and day-to-day stewardship of the Museum’s permanent collection and long-term loans. This includes maintaining records, coordinating loans, assisting in the safe handling and shipping of works of art, as well as in the housing, preservation, and storage of art in the Museum.

Essential Job Functions

• Record Keeping: Maintaining detailed records of the Museum’s collections, including acquisitions, long-term loans, conservation, photography, and provenance. Completes incoming receipts for works on approval, deeds of gift, and/or warranties of clear title for new acquisitions. Organizes and facilitates materials for Art Committee meetings, in coordination with the Curator of Collections/Collections Manager and Head of Curatorial Affairs.
• Policy Compliance: Ensuring compliance with local, state, and federal laws as a representative of the Museum and its assets as well as adherence to the Museum’s written policies and procedures in all aspects of daily work and responsibilities.
• Loan Coordination: In coordination with the Curator of Collections/Collections Manager, maintaining the loan process for objects in the collection, including paperwork, transportation, condition reporting, and insurance. Receives certification and annual training from the Museum’s Principal Facility Security Coordinator to remain in compliance with regulatory obligations for the Museum as a Certified Cargo Screening Facility for art shipping and TSA coordination.
• Art Movement and Installation: Supervises the movement and/or installation of collection objects, including outdoor sculpture, working closely with the Lead Preparator, Preparator team, contracted art handlers, and all other pertinent Museum staff. May serve as a courier for outgoing collection loans and may aid visiting couriers.
• Collection Care and Stewardship: Supporting the overall safety and preservation of the collection, working closely with the Curator of Collections/Collections Manager. Assisting with budgeting and purchasing for collections maintenance-related needs. Assisting with expediting photography requests, collection photography dockets, and rights and reproductions contracts. Assisting with data entry and data clean‑up for the collection database, in coordination with the Curator of Collections/Collections Manager and Head of Curatorial Affairs/Curator of Prints & Drawings.
• Performs Other Duties As Required.

Essential skills and knowledge

• Collaboration & Communication: Collaborating with colleagues across departments, in addition to curatorial staff; communicating collections needs and priorities; and interacting with donors, lenders, researchers, and other external stakeholders.
• Interpersonal Skills: Training, guiding, and supervising volunteers and colleagues involved in collections-related activities, including proper handling of artwork and objects, documentation procedures, and safety protocols.
• Problem-Solving: Understanding legal and ethical considerations related to collections management, including copyright laws, cultural heritage regulations, and repatriation issues, as well as adherence to the Museum’s written policies and professional standards.
• Technical Proficiency: Demonstrating familiarity with collections management software and database systems used for cataloging, digitization, and data management and possessing the ability to adapt to new technologies and software.
• Attention to Detail: Proven proficiency in cataloguing, accessioning, inventory management, and database administration to accurately document and track objects in the Museum’s collection. Experience in conducting thorough inventories; creating and updating collections records; and maintaining accurate documentation of object provenance, condition, and location.
• Practical Application: Exhibiting skills in project planning, coordination, and budget management for collections-related projects such as acquisitions, deaccessions, exhibitions, loans, and digitization initiatives. Experience in conducting research on collections objects; documenting their historical and cultural significance; and contributing to scholarly publications, exhibition texts, and educational materials.

Other Skills

• Excellent organizational and communication ability. Foreign language familiarity preferred.
• Must be flexible as to working hours; evening and/or weekend duty may be required.

Physical Requirements

• Must be able to lift 50 pounds. Must be able to climb ladders. Must be able to sit or stand for extended periods of time, within reason.

Education And Experience

• A degree in Art, Art History, Museum Studies, History, or another related field is preferred.
• Minimum of 3 years’ experience in museum work, preferably in museum registration.
• Proficiency in the Microsoft Office suite, with additional proficiency in Adobe suite preferred.
• Experience with collections management software and budgeting software preferred.