Job Title:  Associate Registrar for Collections
Department: Collections
Job Reports To: Collections Manager

Job Summary

The Associate Registrar for Collections, whose immediate supervisor is the Collections Manager, is charged with the responsibilities of record-keeping, safeguarding, and tracking the multiple uses of the New-York Historical Society’s (NYHS) vast collections in their role as a learning resource.  In addition they are charged with the responsibilities of all logistics related to in house generated exhibitions displayed at the Society and collection traveling exhibitions.

The Associate Registrar for Collections conducts his/her work in accordance with the museum’s official Collections Policy, adhering to the code of ethics advised by the American Association of Museums.


Coordinate logistics associated with NYHS’ in-house exhibitions and traveling exhibitions.

Coordinate logistics associated with NYHS’ active, outgoing program, including processing all loan forms and receipts, insurance certificates, facilities report, condition reports, loan fee invoices, maintenance of collections database with loan and exhibition records, and the arrangement for safe packing and transport of these materials to and from other institutions.

Prepares all paperwork and handles logistics for incoming loans for collections-based exhibitions and smaller loan exhibitions. Coordinate all ongoing display rotations with the N-YHS art handlers, design department, conservator for loans and exhibitions and curators.

Work with the Museum Database Administrator to manage and maintain NYHS master collections catalog including register and create official accession records for all incoming donations and purchased materials accepted into the Society’s permanent collection; record donor documentation; create object files and records, and assist with the dispersal of materials approved for de-accessioning by the Society.

Manage and maintain NYHS master collections catalog including paper records and the electronic database (TMS); oversee accuracy of catalogers assisting in data entry and rectification of catalog information.

Coordinate transportation on NYHS collections to and from the institution’s offsite storage facilities, and the pick-up and return of objects offered to the Society as gifts or for purchase approval.

Document and update information on the condition, storage, permanent and interim locations of museum objects, including materials housed at the Society’s headquarters, offsite storage facilities, and on temporary deposit to approved borrowers.

Additional Responsibilities

Serve as the recording secretary for the staff Acquisitions and Loans Committee. In this role, he/she will assist Collections Manager in assembling meeting agendas, oversee timely distribution of relevant information to committee members, and prepare meeting minutes.

Attend weekly museum and departmental staff meetings; provide Collections Manager with monthly reports summarizing activities and progress towards established goals

Perform other reasonable duties, as requested by the Collections Manager and by the Chief Curator.

Knowledge and Skill Requirements

Education: M.A. in museum studies, art history, history, material culture or related field preferred.

Experience: At least three years registration/exhibition experience in museums; proficiency with TMS (The Museum System) collection management software essential.

Knowledge of current registration methods and art handling techniques required; proven excellence in oral and written communication; superior organizational and interpersonal skills. The ideal candidate will be a detail oriented, team player, able to juggle multiple tasks and shifting priorities, and work productively in hectic environment.

For consideration please send cover letter, resume, and salary requirements to In the subject line please reference the job title.  The New-York Historical Society is an Equal Opportunity Employer.