Assistant Registrar


EMPLOYMENT TYPE

Full-time

UNIT

Collections Management and Access

OPEN DATE

01/13/2023

Position Summary:

The Assistant Registrar will support the Collections Management & Access team in activities related to incoming and outgoing loans, exhibitions, and acquisitions. Reporting to the Director of Collections Management & Access and Curator, the Assistant Registrar will manage logistics for incoming and outgoing loans as well as in-house exhibitions and traveling exhibitions that include, but are not limited to: record-keeping/documentation, object handling, rehousing, packing, shipping, insurance, condition reporting, cataloging, inventorying, and coordinating workflow and schedule for installation/deinstallation schedules in collaboration with other departments. This work will be focused on JANM’s upcoming multi-year traveling exhibition, Pictures of Belonging as well as other upcoming exhibitions at JANM.

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Essential Duties and Responsibilities

  1. Ensure proper documentation and record-keeping, following AAM standards, for loans, exhibitions, and acquisitions. Create and maintain documentation that might include, but not be limited to: loan agreements, license and usage agreements, deeds of gift, receipts, condition reports, facility reports, insurance certificates, and invoices.
  2. Assist with maintaining hard-copy and digital record-keeping systems and procedures to assign unique identifying numbers and track all logistics related to loans, exhibitions, and acquisitions. Manage and update loan, exhibition, and acquisition physical and digital files.
  3. Oversee object handling and exhibition preparation of artifacts and artworks during installation, deinstallation, transport, unpacking/packing, and temporary rehousing.
  4. Assist with coordinating logistics for the upcoming Pictures of Belonging exhibition, which will travel to five venues between 2024–2027, working closely with lenders, exhibiting venues, curators, conservators, and the contract fine art shipping company.
  5. Help to determine workflow and schedule in collaboration with other departments (Exhibitions/Production, Curatorial, and Facilities) to ensure loans and exhibitions are delivered, installed/uninstalled, documented, and returned safely. As JANM embarks on a transformation of all of its semi-permanent and temporary exhibitions in the next few years, the Assistant Registrar will help to identify potential challenges and milestones with all internal and external stakeholders to keep projects progressing on schedule.
  6. Help to coordinate logistics with JANM departments (Exhibitions/Production, Curatorial, Security, Visitor Services, and Facilities) as well as outside contractors (i.e. conservators and mountmakers) to ensure proper care of artifacts and artworks for loan and exhibition.
  7. Oversee photography of objects or galleries, as needed.
  8. Review forms and legal documentation related to loans and acquisitions, as needed.
  9. Special projects as designated by the Director of Collections Management & Access and Curator.
  10. Staff members must be able to work with visitors of all ages to support the various events sponsored by JANM. Each staff member will be expected to work on a minimum of three museum-wide events per year: 
    • JANM’s Benefit and Online Auction—(off-site) typically held in the Spring (April-May) 
    • Oshogatsu Family Festival (January)
    • Natsumatsuri Family Festival (August)


This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.

Knowledge, Skills, and Abilities

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined above.

Education

Bachelor’s degree in art history, history, museum studies, archives, library science, or studio art preferred; or an equivalent combination of education and experience. A variety of combinations of education and/or experience will be considered.

Experience/Knowledge

The candidate should have a minimum of 3 years of relevant experience working in registration, collections management, exhibitions or curatorial department in a museum. Extensive knowledge of and experience with standard museum registration practices and collections management policies and procedure is essential. A strong understanding of object handling, preventative conservation, and collections management practices is required. Familiarity with storing, moving, and packing artworks to museum standards is also critical. Knowledge of Japanese American history and culture is a plus. Willingness to learn and apply new skills, the ability to multi-task, prioritize, and work efficiently, and being able to work well under pressure to meet deadlines is important. The ideal candidate must possess excellent organizational skills, be detail oriented, work independently and well as work well as a team. Demonstrated commitment and flexibility in order to ensure a high level of quality service is important. Ability to adjust and provide appropriate action when unanticipated need arises.

Communication

Has excellent communication, interpersonal, and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Is able to read, write, and comprehend routine reports and correspondence, including safety rules, operating and maintenance instructions, and procedural manuals. Is able to effectively present information in one-on-one and small group format and large group format. 

Computer

Strong computer skills are critical. The ideal candidate must be familiar and somewhat adept with a collection management system, preferably The Museum System (TMS). Additionally, the candidate should be internet savvy and experienced with MS Office, Google Calendar, and Gmail. Accuracy and attention to detail are also essential.

Math

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume are important. Ability to apply concepts of basic algebra and geometry.

Reasoning

The ideal candidate should possess the ability to act on their own initiative, making consistently sound decisions. Must be able to comply with institutional policies and procedures. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Is able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Reliable follow-through on assigned projects in a complete, well conceived, and timely manner.

Physical

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Environment

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While the ability to work from home would be possible on occasion, the majority of the work will be done onsite.

The noise level in the work environment is usually moderate.

All Employees are required to be up to date on COVID-19 vaccinations; bivalent booster (updated booster Fall 2022) is required when eligible.


The Assistant Registrar position is a regular, full-time position. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you be employed until any date in the future.

REPORTING RELATIONSHIPS

Reports To: K. Hayashi, Director of Collections Management & Access and Curator

Positions Supervised: None

Salary Range

$21 - $23.80 hour