The Registrar reports to the Senior Registrar & Collections Manager (SRCM) and supports the efforts to manage the care and stewardship of the Norton Museum’s collections and loans, accounting for more than 10,000 objects. The position provides essential administrative support to the SRCM while also working closely with the Chief Curatorial Operations & Research Officer (CCORO), Curators, Curatorial Research Associates, Curatorial Operations Assistant, Director of Exhibition Design & Installation (DEDI), Museum Technicians, and Director of Creative Services (DCS).
The Registrar acts as a secondary caretaker to all artworks under the Norton’s care, and in the absence of the SRCM, holds the role of primary caretaker. With the SRCM, they assume the full responsibility of the care, preservation, and risk management of the Museum’s holdings, ensuring that the Collection is available for current and future visitors.
Essential Duties & Responsibilities -
Additionally, the Registrar supports the facilitation of 10-15 exhibitions a year, spanning the Museum’s five collecting areas: Chinese, Contemporary, Early European, Modern, and Photography. They work closely with and supervise Museum Technicians to ensure the safe movement, packing, and shipping of artworks. They also serve as the primary rights and reproductions manager for all works in the Museum’s Collections as well as those on loan to the Museum.
Collections Management Support -
- Assists the SRCM with all efforts relating to the physical care, receipt, movement, accessioning, documentation, and storage of all art objects in the Museum’s collection as well as on loan to the Museum.
- Acts as the Curatorial expert for the monitoring of gallery environmental conditions, and is the main liaison with the Building Operations Team, utilizing Metasys Software to ensure temperature and humidity in all artwork spaces are within ideal ranges. Communicates issues and works collaboratively with the Building Operations Team to ensure all issues are fully resolved.
- Works with the CCORO and SRCM to develop and enforce policies and procedures pertaining to the acquisition, management, and dispositions of the collection.
- Works with the CCORO, SRCM, DEDI and Facilities staff to ensure the most secure environment possible for the collection.
- Consults with Security and Visitor Experience staff to ensure all artwork is protected and documented in the event of incidents involving artworks.
- Develops, drafts, and edits standard operating policies and procedures related to the physical and intellectual care of the Norton’s collection, and develops and leads bi-annual cross-departmental training related to each set of policies and procedures.
- Works in close collaboration with the CCORO, SRCM, DEDI, and Museum Technicians to oversee and aid in the safe movement and installation of all art, taking on the full responsibility of the physical safety of artworks, especially at moments of increased vulnerability.
- Acts as one of the main contacts in response to incidents involving artworks, and in more extreme circumstances responds directly to the incident including outside of normal working hours. Conducts condition reports for all objects for which an incident report is filed in a timely manner.
- Assists the SRCM in efforts to support the CCORO, Curators, and DEDI in the organization and planning of artwork installation schedules.
- Serves as the secondary point of contact for donors, galleries, and artists to schedule the packing and shipping of potential acquisitions and loans.
- Under the supervision of the SRCM, creates and maintains manual and digital records and documents that pertain to artworks in the Museum’s collection and on loan to the Museum. This includes but is not limited to legal documents, accession records, object files, loan forms, condition reports, insurance certificates, shipping forms, donor information, tax forms, exhibition bond notices and special CITES licenses when needed for special exhibitions.
- Updates records in TMS to reflect new-found information or research pertaining to artworks in the collection including artist biographical information, titles, dates, updated label copy, publication references, and exhibition histories.
- Trains new Curatorial hires on use of TMS software and acts as main contact for TMS troubleshooting.
- Supports the SRCM with all logistics to photograph the collection and loaned artworks, including individual object photography and installation photography.
- Assists the SRCM with inventories of the collection, including spot inventories and the biannual third-party audit.
- Travels with loans and exhibitions as both a domestic and international courier to conduct condition reports and oversee installations and deinstallations of artwork at partnering institutions.
- Works closely with the SRCM to execute art-related hurricane preparedness and, when necessary, serves as the on-site curatorial presence during storms or serves as the first back-up after storms dissipate.
- Aids in the deaccession process with the SRCM, CCORO, and curators, which may include pulling TMS reports/checklists, updating electronic and hard-copy object records, and arranging the packing and shipping of deaccessioned objects to external locations.
Exhibition Planning & Loans -
- Works in close collaboration with the SRCM, CCORO and Curatorial staff to realize exhibitions and installations of works from the collection, as well as loans and touring exhibitions, including the coordination between partnering venues.
- Produces new Incoming Loan Agreements and Conditions Governing Outgoing Loans with information
- Transports artworks to the framer for matting and special framing and supports the SRCM with completing the housing of all other works that are matted and placed in the Museum’s inventory of ready-frames.
- Works with SRCM to support the CCORO and Curators on checklists, loan requirements, and preparation of loan forms.
Special Projects -
- Annual Gala Benefit Auction
- Acts as lead Registrar for the Annual Gala Benefit Auction: organizes the shipment, condition reporting, movement, and storage of 40 - 60 donated artworks both to the Museum and then coordinating all logistics for shipment to the respective winning bidders.
- Facilitates the photography, installation, deinstallation, and packing of all auction artworks.
- Works closely with the Director’s Office and the Development Team to generate and maintain correspondence with the 40 – 60 galleries and 40 – 60 winning bidders to ensure works are paid and shipped according to the bidder’s preferences.
- Norton Collection Rights and Reproductions
- Manages all licensing requests, both internal and external, for reproductions of images of works in the Norton’s Collection; roughly 30 – 40 external requests per year and multiple internal requests.
- Reviews and fact-checks all artwork and copyright information on collection image uses, such as in external communications like weekly newsletters or and in advertisements for the Norton.
- Maintains the Norton’s Rights and Reproductions contract files.
- Schedules and facilitates the photography of objects as needed.
- Exhibition-Related Rights and Reproductions
- Works with external copyright holders to secure reproduction rights and permissions for images for use in the Museum’s exhibitions, public programs, publications, advertising, and promotions.
- Works with the Curatorial Team to determine appropriate images for each exhibition and works to secure rights for 3 – 5 images for each general exhibition and 10 – 15 images for each major exhibition.
- Creates and updates PR Image Captions and Usage Guidelines documents which include all artwork caption and copyright information as well as outline the approved usages secured for each image.
- Secures approved high-resolution images of artworks from copyright owners and maintains digital archive of artwork images.
- Reviews and fact-checks all instances of any exhibition-related PR image used in external communications and advertisements.
- Website
- Works closely with the CCORO, Curators, Curatorial Associates and Assistants, and the Communications team to facilitate the Norton’s efforts to fully digitize their permanent collection.
- Liaises with Gallery Systems and third-party website builders to ensure a smooth roll-out of objects onto the website.
- Edits and refines existing TMS records to reflect updated information and stylistic standards to prepare for website entries.
- Facilitates the photography of all objects slated for addition to the website.
Administrative Support -
- Supports the SRCM in the development of contracts, as well as the tracking, and managing of outside services related to art conservation, rigging, packing, shipping, and insurance.
- Supports the SRCM in researching estimates that determine the annual exhibition and department budgets.
- Supports the SRCM in all matters pertaining to the Museum’s fine art insurance and its annual renewal and maintains and updates a running list of incoming loans currently under the Norton’s umbrella insurance policy.
- Monitors and orders storage and conservation supplies.
- Supports the SRCM in updating the AAM facility report.
- When needed, fulfills internal and external inquiries about the Norton Collection and archives.
Physical Requirements -
- To meet the requirements of this position, the candidate will walk, climb, and lift throughout the workday.
- Able to lift, push, pull, move equipment, and supplies up to 40 pounds.
- Able to adapt to and work from various locations within and outside the museum.
- Able to travel domestically and internationally for Museum business as needed.
Note: Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time.
