Registrar

Job Summary

The Registrar is responsible for the coordination and management of incoming and outgoing loans, traveling exhibitions and the care and documentation of the permanent collection in a fast-paced, exhibition-focused environment. This role supports the execution of approximately 10–15 exhibitions annually, ensuring the timely movement, documentation and installation readiness of artworks across multiple concurrent projects while maintaining stewardship of a permanent collection comprising more than 3,000 objects. Oversees registration functions for exhibitions, including scheduling, shipping logistics, condition reporting, packing, transport and location tracking, ensuring clear, accurate and accessible records. Responsible for core collections management, including inventory, storage, housing, environmental monitoring, integrated pest management, disaster preparedness, rights and reproductions and object documentation. Ensures the integrity, tracking and long-term care of the permanent collection in alignment with museum standards. This role enthusiastically embraces the multidisciplinary mission of Artis—Naples and recognizes The Baker Museum’s integral role within a dynamic performing and visual arts institution.

Essential Duties & Responsibilities (other duties may be assigned)

Collections Care

• Supports  all aspects of collections care, following and implementing accepted museum professional standards and best practices as outlined in the American Alliance of Museums Collections Stewardship Standards and Core Standards for Museums.
• Creates and updates Standard Operating Procedure documents for museum registration processes and collections management activities.
• Creates and updates museum registration and collections management forms as needed, securing all required internal reviews and approvals.
• Responsible for the maintenance and care of the museum archives, including the care of existing accession, exhibition and loan files and the creation of new accession, exhibition and loan files.
• Organizes and maintains the museum’s digital files on the organizational shared drives.
• Oversees monthly spot-check inventories and recurring 100% inventories of the permanent collection.
• Tracks the insurance value of the works in the museum’s custody, both permanent collection and loans, and reports projected insurance values to Finance Department as requested.
• Tracks the location of all objects belonging to or in the custody of Artis—Naples, The Baker Museum.
• Supports the processing of proposed acquisitions by creating Temporary Deposit receipts, coordinating packing and shipping, condition reporting, finalization of Acquisition Proposal forms, drafting of required documentation (Deed of Gift, Deed of Purchase, Deed of Transfer, Gift of Art Acknowledgement Letter, etc.), obtaining required signature on all title documents, creation of physical  and digital accession file for collections records.
• Supports multiple aspects of the deaccession process including, the creation of board approval documents and disposal/transfer documents, the physical packing and shipping of the objects to their disposal location (transfer, auction, destruction, etc.) and record updates for deaccessioned objects both in the museum’s database and the museum archive.
• Tracks environmental data, including artworks’ conditions, in galleries and offsite storage locations using Hobo loggers, coordinating with Facilities team if issues arise. Creates climate condition reports using Conserv. Tracks Hobo loggers and maintains their software.

Exhibitions & Loans

• Responsible for the management and facilitation of all incoming and outgoing artwork loans (approximately 50-70 loans per season, comprised of approximately 600 objects) and any traveling exhibitions created by the museum.
• Coordinates 12-15 exhibitions/installations per season, including coordination of packing and shipping arrangements for objects, creating crate lists/labels for incoming and outgoing loans, managing art shipments including the tracking of objects, confirming that crates are properly staged.
• Manages the schedules and accommodations for visiting couriers, creating courier packages. Acts as the point of contact for couriers while they are in the museum.
• Creates final object checklists and organizes insurance valuations and related communications.
• Requests General Facility Reports and environmental readings for outgoing loans; creates and circulates for review and approval General Facility Reports and environmental readings for incoming exhibitions.
• Works closely with Director of Museum Exhibitions and Operations, preparators, art handlers and couriers and on exhibition installations/de-installations to ensure safe handling and proper installation of objects.
• Documents the unpacking and installation of loans to the museum and collection objects. Manages the unpacking and packing process to ensure that it is methodical and performed to industry standards.
• Completes digital and paper Condition Reports and develops new Condition Reports as needed.
• Prepares incoming and outgoing receipts.

Photography, Rights & Reproduction

• Coordinate photography of collections and exhibitions, including installation images.
• Maintain and organize the museum’s digital image archive (permanent collection, exhibitions, and institutional history).
• Manage image rights and reproduction in alignment with institutional policy and with Association of Art Museum Directors’ Updated Guidelines for the Use of Copyrighted Materials and Works of Art by Art Museums (2024), including securing permissions, licensing, and maintaining accurate records.
• Research copyright status, identify rights holders, and issue licensing agreements as needed.
• Administer reproduction requests, including applications, image delivery, and review of intended use.
• Ensure accuracy and consistency of all image metadata, including captions, credit lines, tombstones, and copyright notices, in alignment with institutional and museum standards. 
• Coordinate with Marketing and Development to review and approve all image use in PR, digital, and print materials; submit to lenders for approval as required.
• Manage image sourcing and licensing for publications and exhibitions; track associated budgets and expenses.
• Review print and digital publications and materials to ensure compliance with all licensing and credit requirements.
• Maintain and update image credit and citation templates in coordination with internal teams.

Collections Management System (Database)

• Acts as onsite database administrator for the museum’s collections management system (TMS Collections).
• Acts as liaison between Gallery Systems and Artis—Naples IT department as needed.
• Manages updates to TMS Collections as needed.
• Alters/creates new screen views as needed through TMS Composer.
• Creates and maintains object records, loan records, constituent records, bibliography records, exhibition records, shipping records and media in TMS Collections.
• Oversees cataloging and lexicon standards for TMS Collections in conjunction with other museum staff.
• Facilitates the review and signature of forms and documents through the Artis—Naples internal review/signatory process.
• Enters and updates museum team activities and events on the museum’s calendar.
• Responds to the general public’s inquiries about the museum’s permanent collection.
• Works effectively with all Artis—Naples employees.

Qualifications:

Competencies, Core Values, Education and Experience

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 Value

• 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.

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

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.