Position: Museum Registrar
Status: Full Time, Non-Exempt
Pay Rate: $31.00-$33.00 an hour, On-Site Role, On occasion may work some weekends and potential travel may be expected
Reports to: Chief Curator
Potential Staff Reporting to this Position: Interns, Volunteers
ABOUT THE MUSEUM OF LATIN AMERICAN ART
The Museum of Latin American Art (MOLAA) in Long Beach, California is an equal opportunity employer and the only museum in the western United States that exclusively features contemporary Latin American and Latino art.
MISSION
The Museum of Latin American Art expands knowledge and appreciation of modern and contemporary Latin American and Latino art through its collection, ground-breaking exhibitions, stimulating educational programs and engaging cultural events.
Position Overview
The Registrar is responsible for the comprehensive documentation, physical preservation, and day-to-day management of the museum’s permanent collection and loaned artworks for temporary and traveling exhibitions. This role ensures complete legal and policy compliance, oversees database and physical record-keeping, manages risk and insurance coverage, coordinates complex loan logistics, and guarantees the safety and accessibility of all artworks in the museum's care.
Key Responsibilities and Essential Functions:
1. Collection Management & Database Administration
· Maintain accurate, highly detailed records for all collection holdings, documenting acquisitions, provenance histories, physical locations, loan tracks, and conservation efforts.
· Digitally track, update, and expand cataloging data, object files, and media records across databases, including Excel, Embark, and TMS (The Museum System).
· Oversee art storage facilities, maintain optimal housing and organization, and direct routine physical inventory audits.
· Establish, implement, and update internal collections management policies while ensuring strict adherence to local, state, and federal and international laws overarching professional museum standards.
2. Loan Coordination, Logistics & Risk Management
· Facilitate all loan operations for permanent collection pieces and incoming loan items, including contract execution, documentation, and condition tracking for temporary and traveling exhibitions.
· Oversee secure transport, packing, crating, and courier arrangements for artworks entering or leaving the museum.
· Evaluate and secure appropriate insurance coverage for collections and borrowed works, ensuring full protection against transit risks, loss, theft, and damage.
· Ensure all loan documentation and General Facilities Report (GFR) strictly adhere to American Alliance of Museums (AAM) standards.
3. Acquisitions, Deaccessions & Legal Documentation
· Process incoming artwork offers, solicitations, and donations from collectors, dealers, and external institutions.
· Coordinate deaccessioning processes and prepare formal committee proposals under the direct supervision of the Chief Curator.
· Compile and archive all legal paperwork, including title transfers, authenticity documentation, appraisals, and contracts.
4. Supervision & Leadership
· Supervise, train, and mentor museum staff, interns, and volunteers engaged in art handling, collections care, and registration documentation.
· Partner with external auditors to locate physical artwork and verify legal ownership documentation during annual audits.
· Collaborate with Operations/Facilities departments to update Facility Reports and recommend environmental or security improvements.
5. Preventive Conservation & Emergency Preparedness
· Identify artwork requiring restoration, contract freelance conservators, and maintain comprehensive conservation logs and survey reports.
· Update and execute the Disaster Recovery Plan to safeguard collections against environmental hazards (fire, water, and seismic events).
6. Licensing, Copyright & Curatorial Support
· Process copyright licenses and image requests for publications, merchandising, and web use.
· Write and edit image captions, exhibition labels, didactic text, and catalog entries, ensuring accurate legal credit line attributions.
· Work directly with the curatorial team to support exhibition development and research.
· Other duties as assigned
Qualifications
Education & Experience
· Bachelor’s degree in Art History, Museum Studies, or a related field required (Master’s degree preferred).
· 5 years of progressive experience in museum registration or collections management. Candidate must have experience as a Registrar or an Assistant Registrar.
Technical & Professional Knowledge
· In-depth knowledge of field-wide practices in preventive conservation, museum documentation, and collection management procedures.
· Extensive understanding of safe object handling, mounting, and preservation protocols.
· Intermediate to advanced working knowledge of collections management databases (TMS, Embark) and standard office tools (Microsoft Word, Excel, PowerPoint, Outlook).
Administrative & Communication Skills
· Exceptional attention to detail, strong administrative and managerial capabilities, and the ability to work independently.
· Superior written and verbal communication skills, with a demonstrated ability to interact effectively with diverse stakeholders—including artists, donors, Trustees, vendors, volunteers, and internal staff.
Essential Skills for our Registrar
Communication & Stakeholder Collaboration
- Collaborate with curatorial staff and cross-functional teams to clearly communicate collection priorities and operational needs.
- Interact professionally with donors, lenders, researchers, and partner institutions.
Team Leadership & Training
- Ensure strict adherence to safe artwork handling techniques, archival documentation procedures, and safety protocols.
Legal, Ethical & Regulatory Problem-Solving
- Navigate complex legal and ethical issues, including copyright laws, cultural heritage regulations, and repatriation standards.
Technical Proficiency & Adaptability
- Utilize collections management systems and databases (e.g., TMS) for cataloging, digitization, and data management.
- Quickly learn and adapt to new software solutions and digital tools.
Precision & Data Accuracy
- Execute thorough inventory audits, object tracking, and database administration for permanent holdings.
- Maintain precise records detailing object provenance, physical condition reports, and real-time location tracking.
Project Management & Research
- Lead planning, coordination, and budget management for collections initiatives, including acquisitions, deaccessions, exhibitions, loans, and digitization projects.
- Conduct in-depth research on collection objects to document their cultural and historical significance, contributing to scholarly publications, exhibition labels, and educational materials.
Preferred Qualifications
· Language Skills: Bilingual proficiency in Spanish and English.
· Subject Matter Focus: Strong interest in or familiarity with Latin American art.
Pay: $31.00 - $33.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
