Associate Registrar and Coordinator for Exhibitions – Loeb Art Center, Vassar College

Paid:  Salaried/ Hourly

Position Status:  FT/FY

Reports to:  Head Registrar                                                                          FTE: 1.0      52 Wks./Yr.

Overview of position:

One of six members of the collections and exhibitions management team charged with the functional care of 22,000 works of art and associated intellectual data.  The Art Center’s collection spans all media ranging in date from antiquity to contemporary.  The team is also responsible for the installation/deinstallation of exhibitions (both permanent collection works and loans) as well as the documentation of all transactions and movement of objects according to professional museum standards.

The Associate Registrar and Coordinator for Exhibitions is primarily responsible for the organization and implementation of temporary exhibitions, permanent collection installations and gallery rotations.  The position is also responsible for organizing and managing in-house traveling exhibitions.

Position responsibilities:

Manages incoming short-term loans; corresponds with lenders and vendors, prepares loan agreements and receipts, certificates of insurance, and other legal documents as required (applications for Immunity from Seizure, US Gov’t Indemnity proposals, etc.)

Reviews exhibition contracts and lender loan agreements in consultation with Head Registrar

Coordinates shipping, insurance, and courier arrangements for exhibitions

Oversees all aspects of exhibition planning and production in TMS; enters and maintains exhibition-related information, creates reports, collaborates with curators to create working exhibitions in TMS

Maintains and distributes the master exhibition calendar; establishes production schedules for exhibition prep and installation together with curators and preparator; prepares agenda for monthly exhibition meetings

Assures compliance with lender conditions including conservation, installation, security, and courier requirements; monitors gallery climate; ensures facility report is kept current

Prepares condition reports, packing and installation instructions

Determines exhibition hardware and display furniture needs in conjunction with preparator

Coordinates exhibition-related didactic materials and design production for banners, wall vinyl, etc.

Occasionally coordinates exhibition-related conservation

Monitors all gallery work and trains security guards on exhibition security requirements

Assists curators with exhibition budgets

Maintains and orders exhibition-related supplies

Acts as a courier on occasion

Maintains exhibition files on shared drive and contributes to object files as needed; maintains exhibition archives in collaboration with curators

Supervises and mentors 2+ students per semester

Performs other duties as assigned

Required skills and experience:

Minimum 5 years experience as an assistant/associate registrar organizing domestic and international loans in a museum or gallery

Proficiency in TMS; strong cataloging and data entry skills required

Knowledge of art handling best practices and art and artifact collections care in a museum environment

Prior experience making shipping and courier arrangements, and conducting artwork inspections

Ability to work under pressure and in a collaborative team environment

A high degree of organization and self-motivation, including ability to take initiative, anticipate actions needed, and exercise independent judgment

Demonstrated ability to prioritize tasks and to meet competing deadlines in a fast-paced, deadline-driven environment

Excellent problem-solving, organization, and time-management skills; comfortable working on multiple projects at once

Excellent interpersonal skills and ability to communicate clearly in verbal and written forms

Ability to work with/mentor part-time work-study students from diverse backgrounds

Art handling skills a plus

Prior courier experience desired


BA in art history/BFA required; MA in art history, museum studies or related field preferred

Categories: Job Postings