Registrar/Collections Manager

Colgate University in New York

Date Posted March 17, 2017
Type Administrative
Salary Not specified
Employment Type Full-time

Job Category: Professional/Administrative

Division/Department: P/DF-Picker Art Gallery

Full time/Part Time: Full-Time

Working hours: Weekdays, Occasional Evenings, and Weekends

Job Description: Located on Colgate University's beautiful campus in Hamilton, New York, the collection of the Picker Art Gallery features approximately 11,000 objects from antiquity to the present, including approximately 8,000 works on paper, 1,400 photographs, 900 paintings, and 300 sculptures. Colgate University is one of the country's leading liberal arts colleges, with a student population of about 2,900 and 300 faculty. This is an exciting time in Colgate's history, as the newly conceived Center for Art and Culture will become home to two university museums: the Picker Art Gallery and the Longyear Museum of Anthropology. These distinguished university museums play a significant role in Colgate's teaching mission and reputation, a relationship that will be deepened with the newly launched Museum Studies Minor in the Department of Art and Art History. Reporting to the Director of University Museums, the registrar/collections manager of the Picker Art Gallery is part of the museum team and responsible for, but not limited to, all aspects of the care and management of objects owned by or on loan to the Picker Art Gallery and the Longyear Museum of Anthropology, the handling of both collections in accordance with approved policies and in alignment with museum best practices.
Please visit the Museum's website at:
The registrar/collections manager is highly skilled and responsible for all aspects of the care and management of works owned or on loan to Colgate University Museums. The successful candidate is a team player and enjoys to plan for and realize the digitization of the collections in an effort to put the collections online; establish, develop, and implement policies and procedures related to collections management with pertinent staff that are in keeping with best practices in the field, AAM museum standards, and ethics for registration.
- Responsible for record-keeping systems (electronic and paper), inventory procedures, administration of insurance policy, documentation, storage, care, handling/packing, condition, display and security of objects (in permanent collections and on loan).
- Oversee the electronic collections management database systems.
- In conjunction with pertinent staff, responsible for system security, digitization of images to be included in the databases, periodic software upgrades and database system migrations, metadata development and development of database search capabilities.

This position will be primarily accountable for the thoroughness, accuracy and the proper documentation and filing and storing of all object records (both digital and paper). Ensures that data entry for all objects is properly conducted, that all objects are recorded consistently in the relevant database(s), and in alignment with best practices.
Accountable for managing orderly records, files, and retrieval systems for Colgate University Museums collection (f.ex. history, location, provenance). Produces accurate and timely reports (e.g. in conjunction with appraisals, inventories, insurance purposes, exhibitions), for leading inventories, audits, and spot-checks as required.
Accountable for working with curators and other museum staff to develop a style guide and policies (e.g. collections management) in addition to establishing proper protocols (e.g. handling of objects), ensuring that forms (e.g. loan forms, deed of gift) are meeting AAM standards and are approved by Colgate University.
Accountable for the proper care of all objects and for keeping the storage areas (on and off-site) neat and according to protocol and in consultation with pertinent museum staff and conservators.

Essential Functions: Oversee monitoring of environmental conditions of all collection spaces in communication with Facilities and Security Manager and appropriate staff. Serve as a courier to accompany designated works, as required.
Accountable for the development and implementation of registrarial policies and procedures in keeping with AAM standards and the institution's code of ethics and ensuring all relevant policies, laws and compliance standards are met.
Accountable for informing University risk management of all relevant information to ensure sufficient insurance is in place.
Accountable for ensuring proper and effective maintenance, functionality and data integrity of core museum software programs. Ensures database software is upgraded and in accordance with best practices.
Accountable for ensuring proper packing, safe shipping and receiving of works and associated documentation. Accountable for overseeing donations and acquisitions of works into the collections, and ensuring that appropriate paperwork is executed in a timely manner. Responsible for effective stewardship of gifts (e.g. deed of gift) in compliance with University, AAM and other regulatory guidelines.
Accountable for assisting students, faculty and other individuals in research of, and access to the collections.
Ensures input from appropriate stakeholders (e.g. conservators, appraisers) and accountable for effective collaboration with museum team including curators, preparator, facility and security manager, security staff, the departments of Advancement, Campus Safety, ITS, Facilities, and Risk Management.
- Accountable for following the established Code of Ethics for Museums.
- Accountable for the management of photographic services (f.ex. rights and reproduction requests). Knowledge of copyright and fair use knowledge issues a must.
- Manage Study Room (Dana), schedule, receive, fulfill requests for class visits; record attendance in database.
- Assist in developing online access to collection management systems. Manage user access and training staff on the use of collection systems.
- Supervise assigned staff. Direct and provide training for outside art handlers and contractors. Train and supervise students/interns in museum registration methods.
- Contract for outside services as needed in conservation, shipping, photography, and insurance.
- Collaborate with curators and preparator in regard to collections, (traveling) exhibitions, installations/deinstallations, and loans of objects to/from other institutions. Responsible for logistics related to loans and traveling exhibitions; administer proper forms/documentation; coordinate appraisals and update records.
-Interact with potential donors/patrons to facilitate gifts to the University Museums collections.
- In conjunction with curatorial, respond to and fulfill requests from faculty, students, staff, public, and museum professionals requesting access to collections for study, instruction, research or loan purposes.
-Oversee monitoring of environmental conditions of all collections spaces in communication with Facilities and Security Manager and Colgate staff.
- Work with Facilities and Security Manager, museum team and Colgate staff to develop disaster preparedness plan; set long-range collections preservation policies and procedures.
- Plan, develop, write, and manage special collections related grant projects.
- Contribute to budget planning for future collections care needs.
- As assigned, act as courier to accompany designated works from the collections. Perform all aspects of courierships in keeping with practices endorsed by the Registrars Committee of the American Association of Museums.
- Represent Colgate University Museums at professional organizations, conferences, and meetings; be an advocate in the field of registration/collections management.

(Education and Experience)
: - Bachelor's degree in art history, studio art, museum studies, or related field and/or equivalent combination of experience or training required with minimum of 4 years of museum/gallery experience as collections manager and/or registrar and demonstrated knowledge of registration practices required.
- Excellent organizational and communication skills and demonstrated leadership ability.
- Demonstrated experience with TMS (The Museum System) required plus ideally proficiency in eMuseum and FileMakerPro strongly preferred. Knowledge of nomenclature, metadata standards and best practices in the field required. Familiarity with producing reports.
- Excellent computer skills and proficiency with electronic media, such as, but not limited to, Adobe Photoshop, Microsoft Outlook, Word, Excel, Google-Drive required.
- Demonstrated ability to work effectively as an independent self-starter.
- Must be able to plan, prioritize, schedule, implement and oversee simultaneous projects assuring timely completion.
- Ability to research and prepare cost estimates, develop and successfully manage budgets.
- Confidentiality, discretion, and flexibility are a must.
- Must be capable of working collegially with a diverse group of faculty, staff, students, conservators, museum professionals, scholars, collectors, lenders and the general public on a daily basis and foster a cooperative work environment.
- Must be able to lift and carry up to 25 lbs.; stand, walk, sit for 2-4 hours at one time, work in a variety of temperatures and environmental conditions; and have very good visual acuity. Possess ability to work at heights.

- Maintain effective communication.

- Be professional, responsible, an enthusiast and positive member of the team

- Must possess a high level of accuracy and attention to detail as well as the ability to identify and solve problems as needed.
- Must be able to work extended hours during installations/deinstallations, scheduled shipments etc. and as needed.

Job Open Date: 03-15-2017

Job Close Date: Open Until Filled

Application Types Accepted: Professional/Administrative

Special Instructions to Applicants: It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation and gender identity and expression, genetic information, victims of domestic violence and stalking, familial status, and all other categories covered by recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training at all levels of the employment. Colgate University is an Equal Opportunity Employer. Minorities/Females/Persons with Disabilities/Protected Veterans are encouraged to apply.


How To Apply

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