Museum Registrar and Collection Manager

Columbia College Chicago is an acclaimed undergraduate and graduate institution that provides a comprehensive education in the arts, communications and public relations. We constantly aim to reach our full potential as an educational innovator, incubator of new creative practice and generator of real-world success for young creatives. We are located in the heart of Chicago, across the street from historic Grant Park, and housed in some of the most iconic buildings in the South Loop.

Columbia College Chicago a private urban institution of over 6,000 undergraduate and graduate students, four-year College offering a distinctive curriculum that blends liberal arts, creative and media arts and business is currently searching for a Museum Registrar and Collections Manager.

Position Summary

Under general guidelines as determined by the Deputy Director and Chief Curator, the Museum Registrar is accountable for all aspects of the care, preservation, and cataloguing of over 16,000 objects in the permanent collection, the study collection, the artist book collection, and the Midwest Photographers Project. The position manages the development and maintenance of the collection management system and maintains the collections’ digital presence. The Registrar oversees logistics and documentation for incoming donations and acquisition of artwork, outgoing loans of permanent collection objects, and the Midwest Photographers Project.

The Museum Registrar has knowledge of photographic art and adheres to the standards and code of ethics prescribed by the American Association of Museums and best practices for caring for an art collection. Broad knowledge of digital technologies, metadata standards, and collections cataloguing, including digital asset management, is required.

Duties and Responsibilities

• Develop and implement policies that relate to promoting the preservation of physical and intellectual aspects of the artwork and collections.
• Maintain digital collections database in the collection management systems, including the development of protocols to maintain new records, artwork data, update locations, artist files, archives, and generate reports.
• Serve as primary contact for technology support of database, liaising with software vendors to resolve issues and implement upgrades.
• Oversee production and management of object image files, integrating files into the database, monitoring rights and reproductions functions according to policies.
• Catalogue entries for artists ensuring accuracy of all information.
• Update and export collection database content to website, collaborating with website designers to improve user experience.
• Determine proper storage and long-term care procedures, purchasing supplies for care of collection.
• Manage all aspects of art inventory including supervising and conducting regular audits, identifying storage logistic protocols for artworks, preparing condition reports and diagnosing conservation needs.
• Complete all appropriate inspection and documentation of permanent collection and loaned objects entering and leaving the museum, reviewing loan agreements, insurance, and shipping arrangements, create condition reports, arrange for appraisals
• Organize logistics related to permanent collection artwork and loaned objects for on- and off-site exhibitions by assisting with preparation, packing, and shipping, coordinating and tracking artwork movement, and managing preparators and art handlers, to ensure safe handling of all works of art.
• Liaise with clients for deliveries, installations and special projects, traveling with loans and exhibitions as a courier if needed.
• Oversee installation and de-installations of museum organized exhibitions at offsite venues when requested.
• Maintain yearly art insurance standards and requirements.
• Assist classes and visiting scholars accessing art in the collection.
• Manage and train student workers and interns, including Collections Assistant and Undergraduate Cultural Assistants, assigning collection-based tasks like organization and execution of print viewings, including re-shelving.
• Coordinate all aspects of museum’s off-site storage, including moving collection to off-site storage during museum redesign.
• Help with installation and de-installation of works borrowed from other instructions.
• Perform other related duties and/or responsibilities as assigned or required.

• Bachelor’s Degree in museum studies, art history, visual arts or similar field. Master’s degree in Arts Administration, Conservation, or related field preferred.
• Three to five years of experience as a Museum Registrar/ Collections Manager, or equivalent in education, training and experience.
• Working knowledge of American Association of Museum’s Code of Ethics as well as the Collecting Guidelines for Museums.
• Knowledge of best practices in museum registration and collections management.
• Experience directing work of staff and volunteers.
• Intermediate skills working with a collection management information/ database system.
• Skill in document conversion and using word processing applications as well as other office software systems.
• Excellent time management and organizational skills.
• Ability to work independently and accurately.
• Ability to think and solve problems strategically and creatively.
• Ability to effectively use interpersonal and communications skills.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department and/or college.

At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage; flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options; work/life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.

Additional Information

• Position subject to a background screening.
• This is a union position.
• This position is overtime ineligible.

Qualified candidates of diverse backgrounds are encouraged to apply.

Columbia College Chicago is an equal opportunity employer and complies with all local, state, and federal laws and regulations concerning civil rights. The college does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability, protected veteran status, genetic information, or other protected classes under the law.