The Assistant Registrar/Database Manager will be responsible for the management of the Registrar Department’s database systems. The Assistant Registrar/Database Manager will work with registrar and curatorial staff to establish guidelines for the databases, will train database users and ensure effective use of databases by staff. This position will also provide support to the Registrar Department by assisting with tasks associated with exhibitions and the permanent collection. This position is required to exercise discretion and judgement in regards to the permanent collection and artworks on loan to the Museum. This position may serve as supervisor to interns or volunteers.

Work Performed

Database and Digitization—80%

  • Manage and maintain the Museum’s database systems including the collections management system, The Museum System (TMS) and the digital asset management system (DAMS)
  • Create reports using Crystal Reports to meet staff needs and improve efficiencies
  • Provide quality assurance through review of ongoing data entry and periodic reviews of all data areas to identify training needs and data scrubbing projects; in consultation with curators, develop data and media standards, processing procedures and terminology authorities; keep abreast of Museum standards as well as national and international standards
  • Lead the Museum’s efforts to simplify, standardize and document the workflow/operations between TMS and the DAMS
  • Provide data entry assistance and tech support to Museum staff
  • Assist in the digitization of the Museum’s visual resources, including scanning and processing digital files
  • Assist in the management of the Museum’s online collection , eMuseum
  • Assist with Rights and Reproductions and handling image and caption requests

Assistant Registrar—20%

  • Assist Registrar and Associate Registrar with registrarial aspects of exhibitions and the permanent collection including preparing and maintaining relevant documentation (loan agreements, receipt forms, etc.), collection inventories and other special projects
  • Handle registrarial duties for 2 gallery spaces: the Academic Focus Gallery and the Incubator
  • Work with curators assigned to those galleries and with installation staff during installation and deinstallation
  • Perform condition reports on selected works
  • Work with lenders for borrowed works
  • Negotiate and prepare loan and receipt paperwork
  • Maintain proper insurance
  • Arrange for transportation


  • Minimum of B.A. or B.S. in Computer Science, Museum Studies, Art History, or related field
  • Knowledge of Gallery System’s The Museum System (TMS)
  • Proficiency in Crystal Reports or other report-writing software
  • Firm understanding of relational database structure and function
  • Demonstrated knowledge of museum registration methods, data standards and procedures
  • Working knowledge of SQL queries
  • Proficiency in Adobe Photoshop and Microsoft Excel
  • Excellent organizational, writing, proofreading and analytical skills, with close attention to detail
  • Excellent communication skills and ability to work in a team environment
  • Museum experience preferred; interest in museums and art strongly desired

TO APPLY:                                 
Job Title: Nasher Assistant Registrar/ Collections Data Manager
Job Level: 8
Job Family: 8

Requisition Number: 401087195

Please send letter of interest, resume and contact information for three references to: Nasher Assistant Registrar/Collections Data Manager Search Committee, Nasher Museum of Art, Box 90732, Durham, NC 27708, or email those to: kelly.woolbright@duke.eduCandidates must also apply via req#401087195 at  NO PHONE CALLS.

Job Information
  • Durham, North Carolina, 27705, United States
  • 27805244
  • April 7, 2016
  • Assistant Registrar/ Database Manager
  • Nasher Museum of Art at Duke University
  • Registrar/Collections Management
  • No
  • Full-Time