Assistant Registrar of Collections

Job Description:

Position Title: Assistant Registrar of Collections

Position Type: Full-Time 

FLSA Classification: Exempt 

Division: Curatorial and Art Management 

Department: Art Management  

Reports to: Registrar of Collections

About Crystal Bridges & The Momentary:

Crystal Bridges is a museum of American art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding works that illuminate the American heritage and artistic possibilities. Founded by Alice Walton in 2005, the museum opened in 2011 and is a public, non-profit charitable organization with free admission.

The Momentary is a new contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. A satellite to Crystal Bridges, the Momentary presents visual, performing, and culinary arts. The mission of the Momentary is to champion contemporary art’s role in everyday life and explore the unfolding story of contemporary American arts in an international context by actively commissioning and exhibiting outstanding works that explore new ideas and inspire action.

Position Summary:

Under general supervision of the Registrar of Collections, the Assistant Registrar of Collections will facilitate access to the Museum’s permanent collection by contributing to the display, care, safe handling, and recordkeeping of collection objects.  The Assistant Registrar of Collections (part of a collections-focused Registration team) will support activation of the collection by assisting with condition reporting, intake, organizing unpacking/packing and transit arrangements, and will be responsible for the documentation of information in the Museum’s collections management database, The Museum System (TMS).  This position requires a high level of collaboration with internal and external colleagues and the ability manage a wide range of projects in a fast paced environment.

Principal Responsibilities:

• Enable access to the collection by collaborating with the Head Registrar, Registrar of Collections, Art Preparation and Collections Care, Curatorial staff and contract conservators to ensure proper display, care, storage, and preservation of objects in the collection.
•  Assist with the intake and cataloguing of new acquisitions and documentation, condition reporting, storage, and inventory of the collection.
• Enter and proof data in TMS ensuring a high level of accuracy.
• Maintain permanent collection object records in print and digital form.  Work with Curatorial to update and expand object information in files and TMS.  Facilitate access to object files for viewing by educators, curators, and visiting scholars.
• Support artwork rotations in the permanent collection galleries by attending art movement meetings, flagging rotation needs, preparing art movement request forms, and proofing object labels.
• Track conservation exam and treatment needs for the permanent collection and coordinate visits by contract conservators, including preparation of contract agreements and making travel arrangements.  Process reports received from conservators.
• Coordinate regular condition checks of artworks on view in the permanent collection galleries
• Support the museum’s integrated pest management program by routinely monitoring pest traps and identifying insects found in art spaces.
• Assist with monitoring environmental conditions in art spaces by managing the museum’s data loggers (including placement and removal of data loggers during gallery transitions and facilitating their routine calibration) and capturing environmental data records.
• Prepare reports on collections information and statistics as requested and on a regular basis for Executive Leadership and Board of Trustees.
• Secure non-exclusive copyright licenses for artworks in the permanent collection.  Track copyright status, permissions and crediting requirements in TMS and the DAMS.
• Field internal and external reproduction requests and coordinate image licensing agreements with external parties, such as museums, publishers, and scholars.  Communicate license terms to stakeholders and proofread materials to ensure terms are met.  

Additional Responsibilities:

• Upload documentary images of collection artworks to the museum’s digital asset management system.
  • Complete special projects as assigned and provide administrative and general support to the registration department at large.
  • Act as courier, as assigned, to accompany exhibitions and loans worldwide.
  • May serve as a supervisor to other interns, and volunteers.
  • Keep apprised of current registration standards, basic conservation guidelines for the care and handling of artworks, and field developments using collections data.
  • Complete all other duties as assigned within the scope of responsibility and skill required for the job.  

Qualifications and Skills:

Education, Training, and Traits

• Bachelor's degree required, with course work in art, art history, museum studies or related field
• Knowledge of American Art, and a familiarity with artists’ materials preferred
• Knowledge of current information management standards, including filing and record keeping
• Familiarity with museum object cataloguing standards
• Proficiency with Microsoft 365 suite
• Strong interpersonal, organizational, writing, proofreading and analytical skills, with meticulous attention to detail and the ability to multi-task
• Flexible and adaptable
• Strategic thinker who enjoys problem-solving 
• Ability to exercise discretion and independent judgment
• Ability to understand and maintain the highest levels of confidentiality

Work Experience

• Minimum two (2) years of experience in museum registration or related field (with a focus in collections and records management preferred)
• Proficiency with using a relational collections database required, The Museum System (TMS) experience preferred
• Work experience with a digital asset management system (DAMS) preferred.

Licenses and Certifications

• Valid driver’s license with clean driving record required
• Ability to obtain valid passport

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: Position requires verbal and written conversation with others, sitting, standing, walking, bending, reaching and climbing. Position requires utilizing a computer for prolonged periods of time and good eye/hand coordination.  Vision abilities required by the job include close vision and color perception.  Position requires use of hands to safely handle and move collection objects according to current museum standards.  Position periodically requires standing for prolonged periods of time.
• Work Environment: Work will be performed in an office environment, galleries and art storage as well as being outside for extended periods during installation of outdoor art. The noise level in the work environment is usually low to moderate.  Strong communication skills and ability to interact politely and effectively with a wide range of staff and external parties seeking information about the collection or digital assets will be required. An employee in this position must be able to effectively utilize museum communications systems.  Ability to travel periodically as a courier to accompany exhibitions and loans worldwide required. Occasional weekend, evening and night work hours also required.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.

Crystal Bridges is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. We encourage all qualified applicants to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.