The Registrarial Assistant will assist the Registrar in all aspects of registering of collection and loan vehicles and artifacts, including Library materials; generates, processes, maintains all loan, accession and disposal paperwork, database records and documentation

Duties/Responsibilities:

• Create, process and keep up-to-date all paper, digital and database records and files for exhibit loans and Museum collection of vehicles, artifacts and Library material. Includes researching and following up on status of current, overdue and pending loans and their documents. Arranges domestic and international vehicle transportation, shipping and insurance.

• Assists with the monitoring and recording of all Museum-owned and loaned objects as they move in and out of the Museum for functions such as off-premises car shows, photo shoots, loan returns, etc. Submits invoices for payments to Finance for activity.

• Assists in exhibit condition reporting during installation and de-installations

• Photo documentation, digitization, and electronic recording of collection and loan artifacts and vehicles

• Performs vehicle and artifact inventory

• Assists in the maintenance, organization, and cleaning of the Collection storage and exhibit areas, supervising house-keeping, facilities, or outside contracted work performed in these areas

• Assists in ordering appropriate materials, archival and non-archival, for proper artifact care, storage, and object file documentation

• Provide administrative support by responding to phone calls and emails, drafting correspondence, coordinating meetings, and maintaining filing systems.

• Perform other work-related duties as assigned.

Required Skills/Abilities:

• Proficient in Microsoft Office Suite, Google Workspace applications and experience in collections database management software

• Ability to perform highly detailed work on multiple, concurrent tasks. 

• Knowledge of collection documentation, transportation arrangements, and loan negotiation

• Strong interpersonal communication, organizational, and management skills

• Proficient in typing, telephone operation

• Ability to perform highly detailed work on multiple, concurrent tasks

• Proficiency in clerical duties

• Excellent written and verbal communication skills

Education and Experience:

Minimum Education (or substitute experience) required: 

• Bachelor’s Degree in Museum Studies, Art/History

Minimum Experience required:

• 1-3 years Registrarial experience at a museum, gallery, or related organization