The Registrar/Collections Manager is responsible for the registration, cataloguing, movement, safekeeping, storage, and conservation management of all collections. They oversee occasional interns, contractors, and volunteers; contribute to the preparation and installation of exhibitions; and provide reference services related to the collections and acquisitions.
I. Essential Duties and Responsibilities include the following. Other duties may be assigned.
1. Develop, organize, and maintain records for all temporary and permanent holdings of the museum’s collections including new acquisitions.
2. Negotiate and enforce loan agreements with institutional and private lenders, including the coordination of incoming and outgoing packing and shipping, insurance requirements, and lender terms. In collaboration with the Chief Curator, issue agreements and documents.
3. Maintain and update object information, including location, identification, and exhibit inclusion, in museum’s database (transitioning in 2025 from Past Perfect to Artwork Archives). Establish and maintain data standards and controlled vocabularies for museum collections, keeping in mind and following American Alliance of Museums (AAM) Accreditation Team’s recommendations.
4. Manage all aspects of packing, shipping, insurance, and condition reporting for all incoming and outgoing exhibitions and loans.
5. Responsible for all registrarial aspects of Cowgirl Up, including but not limited to, packing, shipping, condition reporting, installation, movement, and always tracking art, developing and maintaining the systems required to perform those functions.
6. Responsible for the development and maintenance of the Cowgirl Up! exhibit and sale’s paperwork, files, and photographs directly related to art handling and sales.
7. Maintain all exhibitions, long-term, temporary and traveling shows, including lighting, object mounts, cleaning, and preventive maintenance, in coordination with the Chief Curator and Director of Facilities.
8. Maintain digital and physical files for loans, donations, and exhibits. Ensure documentation is accessible to appropriate staff and confidentiality is maintained.
9. Responsible for the up-to-date inventory of collections, both permanent and loaned, both at the museum and in offsite loan locations.
10. Catalog objects (donation, acquisition, loan), including photography, dimensions, descriptive information, and condition evaluation.
11. Assist Exhibitions Team with the evaluation of all exhibition techniques to ensure the safety and security of the public, staff, collections, and loaned objects.
12. In coordination with Exhibitions Team, ensure that all gallery areas under installation are secure and establish guidelines regarding access to such spaces.
13. Oversee hinging, matting and framing of works in the collection and loaned objects.
14. Ensure proper handling and exhibition of objects following current conservation and curatorial standards.
15. Manage the storage, maintenance, and preventive conservation of the museum’s art and artifact collections.
16. Oversee the proper storage and housing of collections and loans. Provide budgeting information as appropriate. Develop custom solutions as appropriate.
17. Develop and implement rehousing projects and storage upgrades for museum collections.
18. Ensure temporary exhibition items and permanent collections always receive the highest level of security and care.
19. Maintain a complete physical inventory listing where all collections items are at all times.
20. Maintain and review AAM-approved Facility Reports for Desert Caballeros Western Museum and borrowing institutions with the Director of Facilities.
21. Evaluate long-term exhibitions from a collections management perspective. This includes maintenance, refurbishment, and replacement when necessary. This work is done in coordination with the Chief Curator and Director of Facilities.
22. Update and manage an Integrated Pest Management program for the collections.
23. Review all proposed maintenance, construction, housekeeping or other activities that could affect the environment in which collections items are housed.
24. Prioritize conservation needs for collections items and contact appropriate parties to complete conservation work.
25. Implement updated policies and procedures, in coordination with the Chief Curator for access and use of the collection and archival materials.
26. Process “drive-by drop-offs” (unsolicited donations) and other donations. Coordinate all potential donations and purchases with the Chief Curator.
27. Assist with special events or functions as needed (including evenings and weekends).
28. Issue and manage documentation of gifts to collection, including Deed of Gift, acknowledgement letters, and tax form 8283 when appropriate.
29. Facilitate access to donated collections for appraisers as necessary.
30. Oversee and develop projects for interns and volunteers when necessary.
31. Review and edit exhibit labels.
32. Secure reproduction rights for images and video material and maintain files to assist the Director of Marketing and Chief Curator.
33. Responsible for ensuring high standards of professionalism in all areas of responsibility.
34. Responsible for keeping privileged information confidential and representing the Museum in professional circles and before the public in a manner that enhances the prestige and credibility of the Museum.
35. Remain current on museum profession policies, laws, and accepted practices through involvement in professional groups and continuing education.
36. Understand and support the mission and goals of the museum.
Pay: From $55,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
