Description
Job Summary
Reporting to the Museum Director and Chief Curator, the Senior Registrar leads the registration activities and collections stewardship for The Baker Museum, an AAM-accredited art museum that operates as part of the multidisciplinary arts organization Artis-Naples. The role oversees loans, collections documentation, condition reporting, object tracking, loan agreements, insurance and registration requirements for the permanent collection and approximately 8-12 exhibitions annually. The Senior Registrar ensures that borrowed artworks are received, documented, installed, transported, and returned in accordance with loan agreements, museum procedures, and professional stewardship standards, and serves as the principal registration liaison for lenders, conservation, framing, fine art shipping, and other qualified outside professionals.
The Senior Registrar supervises the Assistant Registrar and is accountable for registration priorities, workflows, documentation quality, loan compliance, and timely project delivery. Working closely with the Director of Museum Exhibitions and Operations, the Senior Registrar coordinates registration requirements with exhibition schedules. The role develops registration and collections care priorities, recommends policies and resource needs; identifies and escalates any risks to stewardship, loan compliance, or operations; and ensures adherence to American Alliance of Museums collections standards. Due to the collaborative nature of our work, this position requires 100% onsite presence.
Supervises
Assistant Registrar
Essential Duties & Responsibilities (other duties may be assigned)
COLLECTIONS REGISTRATION, DOCUMENTATION, AND CARE
• Lead digital and physical documentation for the permanent collection of more than 3,000 objects, new acquisitions, incoming and outgoing loans, and temporary deposits, ensuring consistent standards, accurate records, and legal and ethical compliance.
• Manage TMS Collections database, creating and maintaining object, loan, constituent, bibliography, exhibition, shipping, and media records, and overseeing cataloging and lexicon standards.
• Process acquisitions and deaccessions in compliance with museum policies and approval procedures. Administer proposed acquisitions through Temporary Deposit receipts, packing and shipping, condition reports, completed Acquisition Proposal forms, and required documentation, including Deed of Gift, Deed of Purchase, and Gift of Art Acknowledgement Letters.
• Document artwork condition at receipt, transport, installation, and deinstallation; manage inventories and location audits; track and communicate requirements for environment, IPM, storage, collections care, and risk management.
• Maintain, and recommend updates to registration procedures and collections management policies to Museum Director and Chief Curator, in consultation with the Director of Museum Exhibitions and Operations, that are consistent with professional standards and AAM requirements.
• Manage image rights, permissions, licensing, and records.
EXHIBITIONS REGISTRATION AND LOGISTICS
• Lead registration for approximately 8-12 annual exhibitions encompassing approximately 500 loaned objects. Manage incoming and outgoing loans, loan agreements, Facility Reports, object checklists, crate lists and labels, receipts, condition reports, insurance certificates, and related documentation.
• Coordinate registration, shipping, installation, deinstallation, and return schedules and documentation; track artwork receipt and return, including location, movement, custody, and insurance, documenting loan conditions, lender requirements, and contractual obligations.
• Maintain documentation of insurance values, shipping records, packing lists, and custody transfer records; coordinate with Finance team to ensure appropriate insurance coverage is maintained for all artworks in the museum's custody.
• Maintain complete exhibition and loan files, registration calendars, loan schedules, and departmental records. Coordinate operational responses with Director of Museum Exhibitions and Operations and advise Museum Director and Chief Curator of potential compliance issues, delays or other risks.
• Coordinate registration requirements for specialized outside services, including conservation, framing, and storage; maintain professional relationships with lenders, artists, galleries, museums, and institutional partners.
DEPARTMENTAL COORDINATION
• Supervise and develop the Assistant Registrar; delegate and prioritize loan administration, collections documentation, condition reporting, object tracking, and exhibition logistics. Set workflows and deadlines, review documentation for accuracy and completeness, and provide guidance, training, and feedback; retain accountability for registration outcomes and efficient project delivery.
• Lead improvements to registration procedures, recordkeeping, and workflow efficiency; report registration and collections-stewardship priorities and recommend staffing, budget, and operational-resource needs directly to the Museum Director and Chief Curator.
• Collaborate closely with the Director of Museum Exhibitions and Operations, curatorial staff, and other departments on registration requirements, budgets, deadlines, and operational concerns; work effectively with all Artis-Naples employees and perform other related duties consistent with the position's responsibilities.
QUALIFICATIONS:
Competencies, Core Values, Education and Experience
Education/Experience
• Bachelor's degree in museum studies, fine art, art history, history or other relevant discipline with experience in administrative work, object handling and database knowledge essential.
• 3-5 years of experience in museum collections management, including cataloging, inventory, and object handling, with expertise in art handling, storage, and transportation best practices, and a strong knowledge of museum registration methods per the American Alliance of Museums.
Skills & Abilities
• Principles and practices of museum exhibit installation and deinstallation
• Loan scheduling and coordination techniques
• Knowledge of legal processes for the acquisition and disposal of art
• Budget and fiscal management processes and procedures
• Effectively communicate with others both internally and externally in producing desired exhibitions
• Knowledge of non-profit copyright and fair use laws
• Knowledge of art/museum security systems and procedures
• Working knowledge of Microsoft Office suite and TMS Collections required, knowledge of SmartSheet, Sketchup and Conserv preferred
Competencies
To perform this job successfully, an individual should possess and demonstrate the following competencies:
Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values.
Financial - Ability to define problems, collect data, establish facts and draw valid conclusions.
Oral Communication - Speaks clearly and confidently, listens and gets clarification; participates constructively and thoughtfully in meetings.
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully.
Teamwork - Fosters a cooperative work environment by actively participating with colleagues, set priorities and solves problems.
Technical Skills - Knowledge of computerized information systems used in office systems.
Quality Management - Demonstrates accuracy and thoroughness.
Written Communication - Writes clearly and informatively; varies writing style to meet needs; presents information effectively.
Organizational Core Values
Collaborative - working internally and externally to accomplish something together that we may not be able to accomplish separately in order to realize shared goals.
Transparency - behaving and communicating in a manner that exudes openness and sheer honesty.
Excellence - a standard of performance that surpasses ordinary standards.
Accountability - the acceptance and assumption of responsibility for actions, decisions and results.
Patron-first - placing the patron at the center of our efforts.
Integrity - a commitment to the highest standards, values and principles through every action and decision.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work requires physical activity; handling of objects that can weigh up to 50 pounds (or greater mass that require mechanical assistance). Standing or walking may occur up to 75% of time.
Work Environment
The work environment is consistent with general office conditions, with moderate noise followed by long spans of installation in the museum, with exposure to vibrations, noise, electrical connections and outdoor weather conditions. Long periods of standing, exposure to chemicals associated with the conservation and production of works of art.
This position description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
To apply: https://artisnaples.org/about/employment
Job Summary
Reporting to the Museum Director and Chief Curator, the Senior Registrar leads the registration activities and collections stewardship for The Baker Museum, an AAM-accredited art museum that operates as part of the multidisciplinary arts organization Artis-Naples. The role oversees loans, collections documentation, condition reporting, object tracking, loan agreements, insurance and registration requirements for the permanent collection and approximately 8-12 exhibitions annually. The Senior Registrar ensures that borrowed artworks are received, documented, installed, transported, and returned in accordance with loan agreements, museum procedures, and professional stewardship standards, and serves as the principal registration liaison for lenders, conservation, framing, fine art shipping, and other qualified outside professionals.
The Senior Registrar supervises the Assistant Registrar and is accountable for registration priorities, workflows, documentation quality, loan compliance, and timely project delivery. Working closely with the Director of Museum Exhibitions and Operations, the Senior Registrar coordinates registration requirements with exhibition schedules. The role develops registration and collections care priorities, recommends policies and resource needs; identifies and escalates any risks to stewardship, loan compliance, or operations; and ensures adherence to American Alliance of Museums collections standards. Due to the collaborative nature of our work, this position requires 100% onsite presence.
Supervises
Assistant Registrar
Essential Duties & Responsibilities (other duties may be assigned)
COLLECTIONS REGISTRATION, DOCUMENTATION, AND CARE
• Lead digital and physical documentation for the permanent collection of more than 3,000 objects, new acquisitions, incoming and outgoing loans, and temporary deposits, ensuring consistent standards, accurate records, and legal and ethical compliance.
• Manage TMS Collections database, creating and maintaining object, loan, constituent, bibliography, exhibition, shipping, and media records, and overseeing cataloging and lexicon standards.
• Process acquisitions and deaccessions in compliance with museum policies and approval procedures. Administer proposed acquisitions through Temporary Deposit receipts, packing and shipping, condition reports, completed Acquisition Proposal forms, and required documentation, including Deed of Gift, Deed of Purchase, and Gift of Art Acknowledgement Letters.
• Document artwork condition at receipt, transport, installation, and deinstallation; manage inventories and location audits; track and communicate requirements for environment, IPM, storage, collections care, and risk management.
• Maintain, and recommend updates to registration procedures and collections management policies to Museum Director and Chief Curator, in consultation with the Director of Museum Exhibitions and Operations, that are consistent with professional standards and AAM requirements.
• Manage image rights, permissions, licensing, and records.
EXHIBITIONS REGISTRATION AND LOGISTICS
• Lead registration for approximately 8-12 annual exhibitions encompassing approximately 500 loaned objects. Manage incoming and outgoing loans, loan agreements, Facility Reports, object checklists, crate lists and labels, receipts, condition reports, insurance certificates, and related documentation.
• Coordinate registration, shipping, installation, deinstallation, and return schedules and documentation; track artwork receipt and return, including location, movement, custody, and insurance, documenting loan conditions, lender requirements, and contractual obligations.
• Maintain documentation of insurance values, shipping records, packing lists, and custody transfer records; coordinate with Finance team to ensure appropriate insurance coverage is maintained for all artworks in the museum's custody.
• Maintain complete exhibition and loan files, registration calendars, loan schedules, and departmental records. Coordinate operational responses with Director of Museum Exhibitions and Operations and advise Museum Director and Chief Curator of potential compliance issues, delays or other risks.
• Coordinate registration requirements for specialized outside services, including conservation, framing, and storage; maintain professional relationships with lenders, artists, galleries, museums, and institutional partners.
DEPARTMENTAL COORDINATION
• Supervise and develop the Assistant Registrar; delegate and prioritize loan administration, collections documentation, condition reporting, object tracking, and exhibition logistics. Set workflows and deadlines, review documentation for accuracy and completeness, and provide guidance, training, and feedback; retain accountability for registration outcomes and efficient project delivery.
• Lead improvements to registration procedures, recordkeeping, and workflow efficiency; report registration and collections-stewardship priorities and recommend staffing, budget, and operational-resource needs directly to the Museum Director and Chief Curator.
• Collaborate closely with the Director of Museum Exhibitions and Operations, curatorial staff, and other departments on registration requirements, budgets, deadlines, and operational concerns; work effectively with all Artis-Naples employees and perform other related duties consistent with the position's responsibilities.
QUALIFICATIONS:
Competencies, Core Values, Education and Experience
Education/Experience
• Bachelor's degree in museum studies, fine art, art history, history or other relevant discipline with experience in administrative work, object handling and database knowledge essential.
• 3-5 years of experience in museum collections management, including cataloging, inventory, and object handling, with expertise in art handling, storage, and transportation best practices, and a strong knowledge of museum registration methods per the American Alliance of Museums.
Skills & Abilities
• Principles and practices of museum exhibit installation and deinstallation
• Loan scheduling and coordination techniques
• Knowledge of legal processes for the acquisition and disposal of art
• Budget and fiscal management processes and procedures
• Effectively communicate with others both internally and externally in producing desired exhibitions
• Knowledge of non-profit copyright and fair use laws
• Knowledge of art/museum security systems and procedures
• Working knowledge of Microsoft Office suite and TMS Collections required, knowledge of SmartSheet, Sketchup and Conserv preferred
Competencies
To perform this job successfully, an individual should possess and demonstrate the following competencies:
Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values.
Financial - Ability to define problems, collect data, establish facts and draw valid conclusions.
Oral Communication - Speaks clearly and confidently, listens and gets clarification; participates constructively and thoughtfully in meetings.
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully.
Teamwork - Fosters a cooperative work environment by actively participating with colleagues, set priorities and solves problems.
Technical Skills - Knowledge of computerized information systems used in office systems.
Quality Management - Demonstrates accuracy and thoroughness.
Written Communication - Writes clearly and informatively; varies writing style to meet needs; presents information effectively.
Organizational Core Values
Collaborative - working internally and externally to accomplish something together that we may not be able to accomplish separately in order to realize shared goals.
Transparency - behaving and communicating in a manner that exudes openness and sheer honesty.
Excellence - a standard of performance that surpasses ordinary standards.
Accountability - the acceptance and assumption of responsibility for actions, decisions and results.
Patron-first - placing the patron at the center of our efforts.
Integrity - a commitment to the highest standards, values and principles through every action and decision.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work requires physical activity; handling of objects that can weigh up to 50 pounds (or greater mass that require mechanical assistance). Standing or walking may occur up to 75% of time.
Work Environment
The work environment is consistent with general office conditions, with moderate noise followed by long spans of installation in the museum, with exposure to vibrations, noise, electrical connections and outdoor weather conditions. Long periods of standing, exposure to chemicals associated with the conservation and production of works of art.
This position description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
To apply: https://artisnaples.org/about/employment