JOB DESCRIPTION

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Position Title:            Museum Collections Manager and Assistant Registrar

Department:              Museum

Supervisor:                Museum Director

Grade:                        54, non-exempt

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Summary

The Dumbarton Oaks Museum Collections Manager and Assistant Registrar performs museum related collections registrations and management tasks and is responsible for handling and managing all museum loan-related business on outgoing and incoming art objects, both domestically and internationally. In addition, the Museum Collections Manager and Assistant Registrar performs administrative tasks to support the Museum director.

  • Developing of letters for loan negotiations and loan agreement forms;
  • Planning/coordination of loans to lender and return of loans to Dumbarton Oaks;
  • Conducting, organizing, and completing condition reports;
  • Conducting relevant loan arrangements, insurance, logistics of packing and shipping, object condition evaluation, incoming courier arrangements (transit, housing, per diem), customs/immunity from seizure;
  • Participating in contractor supervision and courier trips;
  • Corresponding with other registrars, shippers, brokers, and DO staff (Museum, Facilities, Security) to arrange for packing, crating and/or shipping, completion and implementation of loan agreements;
  • Creating and maintaining EmbARK (Collection Management System) loan records;
  • Primary responsibility for entering and updating collections management information in EmbARK, updating all other Collection records; establishes portfolios; defines and creates new dossier files;
  • Corresponding with Harvard Risk Management office and legal counsel at HU office insurance-related information;
  • Compiling insurance data for Harvard Office of Insurance and Risk Management; on occasions, attending (by conference call) insurance-related informational meeting; participating in discussions on insurance during visit of HU representatives and by phone;
  • Performing object location audits for all three collections (Byzantine Collection, Pre-Columbian Collection, House Collection);
  • Participation in security audits, including check of security camera functioning;
  • Monitoring of environmental conditions in all Museum spaces and corresponding with Facilities concerning problems and/or cleaning needs;
  • Processing paperwork for all new museum acquisitions, including gifts and purchases;
  • Monitor general Museum inbox; respond as appropriate;
  • Measure gallery light levels as needed;
  • Accompany pest inspector (weekly) and record findings on report sheets;
  • Correspond with conservators as needed;
  • Process Object Study Request forms – organize, distribute blank, file completed forms;
  • Receive/review and maintain and provide templates for daily Gallery Attendant/ Security Officer reports;
  • Create/maintain object binder materials and instructions for Gallery Attendants/Security Officer for new installations;
  • Assist with museum department’s financial record, maintaining and checking, budget implements and filing;
  • Assists with other collections management projects as needed, especially with installation and dismantling of exhibitions

 Basic Qualifications

  • 3-5 years’ experience as Registrar in an art museum with experience in collection management and a thorough knowledge of best practices in conservation, insurance, object handing and museum legal and ethical issues;
  • Proven expertise in care, transportation of and record keeping of works of art;
  • Demonstrated expertise in collections management database software besides the regular Microsoft Office and other database and systems software (Filemaker Pro);
  • Physical: the ability to lift up to 50 pounds.

Preferred Qualifications

  • Bachelor’s degree in art, art history, or museum studies, arts administration, collection management preferred.
  • Exceptional attention to detail and organization
  • Extensive knowledge of and experience with collections management database software (EmbARK or TMS preferred)
  • Comfortable working on both Windows and Mac platforms
  • Strong written and oral communication skills
  • Strong interpersonal skills and flexibility

To Apply

This position is open until filled. Qualified candidates should send a resume and cover letter by clicking the link below:

https://sjobs.brassring.com/TGWEbHost/jobdetails.aspx?partnerID=25240&siteID=5341&AReq=36697BR

Dumbarton Oaks is an Equal Opportunity Employer (EOE).