Interested applications must submit an on-line application and applicable materials through the University of Texas at Austin job website.

Purpose of position:

The Registrar provides support to the Director of Collections and Exhibitions by implementing the Museum’s collection policy with primary responsibility for duties related to acquisitions, loans and exhibitions.  The position ensures continuity of collections care and facilitates the maintenance of the highest standards in the stewardship of the Museum’s collections.

This position is responsible for duties of a highly sensitive and confidential nature, and is one that works directly with trustees, donors, lenders and borrowers, and the director as needed, to implement various types of logistics as they relate to the areas below:

Essential experience: 


  1. Handles incoming and/or outgoing loans, including routing of approvals.
  2. Updates/creates condition reports, coordinating new photography if needed.
  3. Prepares loan documentation, coordinating insurance, packing, shipping and courier arrangements; invoices and related correspondence.
  4. Coordinates the in-house movement of art in preparation for outgoing loans, including gallery replacements with curators.


  1. Responsible for all documentation and organization of assigned exhibitions.  Including corresponding with lenders and their agents, coordination of loan agreements and insurance; conservation and/or local condition reports as necessary.
  2. Coordination of packing, domestic and foreign transportation, and customs documentation; and courier arrangements: hotel, airfare, itineraries, per diem, etc.
  3. Responsible for completion of applications of the following as needed for certain assigned exhibitions: indemnity, immunity from judicial seizure, CITIES and Fish and Wildlife, any other process for the approval of domestic and foreign loans.


  1.  Responsible for archiving all completed loans and exhibitions and updating object record as necessary.
  2. Adheres to museum policies supporting management decisions in a positive, professional manner.
  3. Acts as courier for BMA collections and exhibitions, as assigned.
  4. Contributes positive support to the Collections and Exhibitions team and works collaboratively, communicating with other departments.
  5. Maintains confidentiality within and outside the museum.
  6. Performs other duties and special services as assigned by the Director of Collections and Exhibitions.
  7. Supervises work-study and/or volunteers, as assigned.
  8. Coordinates with photographer the completion of requested/needed photography of the permanent collection and loans, making sure media files are attached to object record in collections database.
  9. Collaborates with the Director of Collections and Exhibitions on language for policies and procedures for Acquisitions, Deaccessions, Collections Management Policy, departmental forms, etc.


  1. Assists curators with the preparation of the Acquisition Consideration Form, prior to presentation of acquisition considerations to the director and Acquisitions Committee. Completes agenda and compilation of supporting materials for acquisitions committee meetings.
  2. Processes Letter of Gift, all necessary documents, and payments for purchases, within two weeks of each acquisitions meeting.Enters core file information for each acquisition consideration in database.
  3. Spot-checks remaining data entered by curatorial personnel for new records.
  4. Coordinates all incoming and outgoing packing and shipping arrangements for acquisitions.
  5. Performs condition reports upon unpacking of acquisition consideration works.

Job Requirements

Knowledge, Skills, and Abilities:

  • B.A. degree required; Art or art history background preferred.
  • Accurate typing/keyboard skills and high level competence in Microsoft Word, Excel, and Outlook necessary.
  • Minimum 2 years experience working in a museum registrar’s department with similar duties.
  • Knowledge of packing, art handling, condition examinations, installations, fine arts insurance, indemnity application process, immunity from judicial seizure, CITES and Fish and Wildlife application process, and customs documentation.
  • Knowledge of museum standards and practices of registration, art handling, conservation, and collections storage requirements and procedures.
  • Ability to represent the Museum with a high level of integrity and professionalism.
  • Knowledge of computerized collections management systems such as Embark.
  • Must be able to visually inspect artwork.
  • Must be able to sit or stand for long periods of time.
  • Must be able to lift 25 lbs.
  • Must be able to complete short and long hours of travel by plane, truck, or other method of transportation as needed.


  • Minimum 5 years experience working in a museum registrar’s department with similar duties.
  • Knowledge of a second language is desirable.
  • Ability to assess priorities, work well under pressure; manage time efficiently, analyze and solve problems independently and if necessary, collaboratively.
  • Ability to work with close attention to detail in a fast-paced and ever-changing environment.
  • Excellent written, verbal, and interpersonal communication skills with staff members, trustees, lenders, donors, and volunteers.
  • Ability to work with internal and external museum professionals, vendors, the public, professionally and tactfully.
  • Maintains a professional and businesslike appearance and demeanor.
  • Ability to be flexible and embrace changes within this position due to departmental priorities and/or for cross-training purposes.

The University of Texas at Austin is an Equal Opportunity/Affirmative Action Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, citizenship status, Vietnam era or special disabled veteran’s status, or sexual orientation.  Uncer Section 504 of the Rehabilitation Act and the Americans with Disabilities Act, disability accommodations will be provided as needed.


Contact Person: Stacey Cilek
Email Address: