Position Title: Registrar
Department: Collections and Exhibitions
Reporting to: Vice President, Creative Direction; Collections and Exhibitions Manager
Employment Status: Full-time
Classification Status: Exempt
Direct Reports: None
Designation & Schedule: Monday – Friday, 9 AM-5 PM, occasional weeknights and weekends as required
(In-Office/Hybrid)
Total Compensation: $70,000
POSITION SUMMARY
With support from the Institute of Museum and Library Services (IMLS), the Gantt Center is creating a dedicated Registrar position, structured as a one- year contract with possibility of renewal. The Registrar will lead a comprehensive review of the museum’s collections database and operations, ensure accurate and complete documentation for every object in the collection, oversee and liaise with a collections appraiser, support a planned move of off-site storage to a larger facility, and co-manage the logistics of acquisitions, loans, and exhibitions, including the handling of artwork, alongside the Gantt’s Collections and Exhibitions Manager. This project-driven role suited to someone who enjoys supporting infrastructure and is conversant with museum best practice for storage, care, and preservation of objects.
The Registrar will be a key member of Gantt’s Creative Team and play a crucial role in expanding the Gantt’s capacity to document, preserve, interpret, and share its important collection. By ensuring each work in the collection has a thorough and complete record in the database, the Registrar will provide curatorial and collections Staff with easy access to important information that aids in planning and executing exhibitions.
KEY RESPONSIBILITIES
Collections Documentation & Database Management
• Lead a comprehensive review of the museum’s collections database, verifying that migrated records are accurate and complete, and making corrections and additions as needed.
• Maintain thorough documentation for each object in the collection, including title, artist, medium, dimensions, provenance, condition, photography, and location.
• Identify and coordinate additional collection photography.
Policies, Compliance & Legal Documentation
• Review, update, and help implement collections management policies and procedures consistent with American Alliance of Museums (AAM) Collections Stewardship Standards and other professional guidelines.
• Prepare and maintain legal documentation and accession/deaccession records for gifts, purchases, bequests, and promised gifts, including IRS forms and appraisals as applicable.
• Ensure compliance with applicable laws and regulations governing museum collections, including copyright and image rights.
• Updates the Gantt’s Disaster Plan
Collections Care & Inventory
• Conduct a full inventory of the collection, including items in off-site storage, in preparation for a planned move to a larger storage facility; ensure records are updated once the move is complete.
• Serve as the primary administrator of the TMS database
• Assess the condition of collection objects and, in consultation with curatorial staff, document conservation needs and establish priorities.
• Coordinate with external partners including, but not limited to, a collections appraiser
• Implement rehousing and preservation strategies for fragile or high-value items, in collaboration with preparators as needed.
• Monitor storage and exhibition spaces for temperature, humidity, and other environmental risks, and report concerns to facilities staff.
• Create detailed and accurate condition reports for both the permanent collection and objects on loan.
• Build a formal collections care strategy for ongoing, proactive maintenance of spaces.
• Collaborate with staff on image and research requests for internal and external use.
Loans, Acquisitions & Exhibition Logistics
• Serve as a primary point of contact for incoming and outgoing loan negotiations and prepare and manage related paperwork and correspondence.
• Coordinate the safe packing, shipping, and insurance of objects for loans, acquisitions, and traveling exhibitions, including courier and vendor arrangements.
• Maintain current, confidential valuations of the collection and coordinate with the museum’s insurance provider on fine art coverage.
• Support curatorial staff with exhibition and installation planning, checklists, and schedules.
Administrative & Institutional Support
• Serve as a resource to the Creative Team and board, providing documentation and expertise for meetings.
• Support reporting requirements tied to the museum’s IMLS grant and track project milestones.
• Contribute to grants and other fundraising activities as needed.
QUALIFICATIONS
• Bachelor’s degree required; master’s degree in museum studies, Art History, Library Science or a related field strongly preferred, or an equivalent combination of education and experience.
• 4+ years of registrar or collections management experience in a museum or cultural institution.
• Working knowledge of AAM Collections Stewardship Standards and museum best practices for object handling, storage, and preservation.
• Experience with collections management database software (TMS); strong organizational skills and exceptional attention to detail.
• Demonstrated ability to manage multiple projects and deadlines independently.
• Excellent written and verbal communication skills.
• Ability to lift and move museum objects (up to 35–40 lbs.) and to work occasional evenings and weekends for exhibition openings and events.
• Valid driver’s license; willingness to serve as a courier for local and regional loans as needed.
• Genuine interest in and commitment to the art, history, and culture of African Americans and the African diaspora strongly preferred.
• Successful completion of a criminal background check required.
Required Knowledge and Competencies:
• Strong organizational and project management skills.
• Excellent communication and negotiation skills.
• Attention to detail and ability to handle multiple tasks simultaneously.
• Knowledge of museum best practices for collections management and exhibition planning.
• Ability to work collaboratively with cross-functional teams and external partners.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
Physical demands:
Must be able to:
• Prolonged periods at a desk/computer for extended periods of time.
• Ability to operate a computer, keyboard, mouse, telephone, and other standard office equipment.
• Ability to occasionally move about the office to access files, office machinery, and attend meetings.
• Ability to communicate effectively in person, over the phone, and in written correspondence.
• Ability to read and interpret documents, spreadsheets, and computer screens.
• Ability to perform repetitive hand, wrist, and finger movements (e.g., typing, data entry).
• Ability to lift and carry office supplies, files, and materials (typically up to 20 pounds).
• Visual acuity sufficient for reading, preparing, and analyzing data and figures.
• Hearing ability sufficient for normal conversations and phone communication.
• Ability to work in a standard office environment with moderate noise levels and frequent interruptions.
• Occasional evenings/weekends required for events and programs.
• May require occasional travel (less than 20%).
Work Environment:
In office environment with in-person interaction; fast-paced and collaborative. Work environment is primarily on-site within the facility, typically performed indoors in a climate-controlled environment. The role routinely uses computers, phones, photocopiers, and equipment conducive to professional communication. Requires occasional evening, weekend, or event-based work. Physically able to work up to 8+ hour shift; may require occasional extended hours including some weekend hours with notice, to include early mornings or late evenings to meet business needs.
Disclaimer: The above statements listed are intended to describe the general nature and level of work being performed by employees assigned to this position. The list of duties is not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. Employees will be required to follow any other job-related instructions and/or perform duties outside of their normal responsibilities, as needed, when requested by any person authorized to give instructions or assignments.
This document does not create an employment contract, implied or otherwise, other than an at-will relationship.
