As a key member of the Curatorial team, the Registrar is responsible for leading the day-to-day management of collections items, including intake (new acquisitions and loans), storage, handling, catalogue database input, safety & security, and transport. The Registrar collaborates with other members of the curatorial staff to prepare items for installation and exhibition, ensure safe, secure, and appropriate display and care, and provide catalogue information, as needed. The Registrar reports directly to the Chief Curator.Duties & ResponsibilitiesAccessions all new acquisitions, including preparing and organizing all legal documents for donations, purchases, bequests, and promised gifts.Create and implement policies, procedures, and staff training related to collection management, including record-keeping pertaining to the permanent collection.Build a formal collections care strategy for ongoing, proactive maintenance of spaces.Manage AIHA’s collection database (PastPerfect), including collection inventories and loans.Coordinate with Curatorial department staff for curatorial internship program.Oversee all aspects of lender and borrower negotiations and arrange packing, shipping, insurance, security, handling, condition reporting, and care for incoming and outgoing loans, produce and manage loan-related paperwork, maintaining digital and hard copy records.Develop and regularly update the AIHA Facilities Report. Serve as secretary for the Collections Committee.Train museum staff in collections handling, conservation, and care procedures, when necessary. Administer fine art insurance coverage for the collection, incoming loans, and outgoing loans.Conduct periodic inventories of storage locations. This includes off-site inspection of long-term loans, and recommendation to the Collections Committee for renewal / recall of objects.Proactively and conscientiously ensure the regular cleaning and physical care of collections and items on exhibition and in storage.Provide guidance to facilities leadership regarding environmental considerations impacting AIHA’s collection.Inspect collections and stored items for deterioration, infestations, damage, and proper security.In collaboration with the Preparator, develop and fabricate proper storage mounts and preservation housing for collection objects.Collaborate with staff on image and research requests for internal and external use.Work with the Curatorial team to execute exhibitions and installations of permanent collection objects, ensuring all object handling, mounting, environmental, and security requirements, plus special storage, conservation, and installation needs are achieved. Photograph and scan Curatorial and Library collections, including photo editing and management, as needed. Assist library volunteers with projects related to the library. When necessary transport objects to or from lenders or conservators and serve as courier.Orders supplies for collections management, preservation, and exhibition preparation.
