Registrar for Collections | San Antonio, Texas

Texas Association of Museums; Austin (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

The Texas Association of Museums seeks an experienced Registrar for Collections to document the permanent collection and manage long-term loans. You will work with the Curator/Collections Manager to maintain records, organize loans, and assist in safe handling and storage of artworks.

Responsibilities include coordinating loans, overseeing movement and installation, and upholding laws and museum policies while supporting data entry, budgeting, and conservation efforts.

Qualifications

• Minimum of 3 years’ museum work experience, preferably in registration.
• Proficiency in Microsoft Office; Adobe Suite preferred.
• Experience with collections management software and budgeting software preferred.
• Degree in Art, Art History, Museum Studies, History, or related field preferred.

Responsibilities

• Record keeping: maintain detailed records of acquisitions, loans, conservation, photography, provenance, and related documents.
• Policy compliance: ensure adherence to laws and Museum policies in daily work.
• Loan coordination: manage loan processes, paperwork, transportation, and insurance; CSA/Cargo screening training.
• Art movement and installation: supervise movement/installation of objects and serve as courier when needed.
• Collection care and stewardship: support safety, preservation, budgeting, photography, data entry, and database maintenance.

Skills

Collaboration

Communication

Interpersonal Skills

Problem-Solving

Technical Proficiency

Attention to Detail

Project Planning

Budget Management

Education

Art History/Museum Studies degree

Tools

Microsoft Office

Adobe Suite

Collections Management Software

Budgeting Software

Job description

Registrar for Collections | San Antonio, Texas

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.