Registrar/Collections Manager – Vanderbilt University, Nashville, TN

The Vanderbilt University Fine Arts Gallery is in an exciting period of growth. With new leadership and university support to expand the role of the arts at Vanderbilt, the Fine Arts Gallery is re-envisioning the future of collections, exhibitions, and programming. Through creative partnerships we seek to deepen student and faculty engagement with the arts on campus, advance visual literacy, increase the exposure of the collection, create more opportunities for interdisciplinary research, and enhance access to collections and resources, including marginalized and hidden histories and cultures.

The Fine Arts Gallery is seeking a team member to lead our Collections office. The Registrar is responsible for overseeing all aspects of care, safety, handling, and documentation of the University’s art collection and artwork on loan. The position develops and implements management standards, policies, and procedures. The Registrar also helps educate gallery staff, students, and other interested parties on best practices and contributes to a lively exhibition and public engagement program. Reporting to the Director, the position interacts with both internal and external stakeholders.

Duties and Responsibilities

  • Creates and maintains records encompassing the University’s greater art collection and exhibitions in collection database and physical form.
  • Manages public online access to collection database.
  • Manages logistical issues surrounding local, domestic, and international incoming and outgoing loans, including soliciting bids and contracting shippers, developing loan contracts, and generating condition reports.
  • Manages conservation projects, including correspondence with conservators, maintenance of records, and loan paperwork and transit.
  • Maintains regular communications with Vanderbilt office of risk management for collections and loan insurance‐related purposes.
  • Oversees digital image library and photography needs for collections and exhibitions.
  • Manages photographic services, including rights and reproductions.
  • Oversees physical facilities requirements including environmental control and monitoring, pest management, security, and risk management; reviews facility reports of potential borrowers.
  • Creates, establishes, and implements procedures for periodic inventories and routine condition reporting.
  • Provides support in the development of collecting policies and ensures compliance with copyright laws, IRS regulations, and AAMD guidelines.
  • Manages the accessioning of acquisitions and annual reports on acquisitions.
  • Functions as part of a collaborative and collegial gallery team and contribute to exhibition and public programming planning, including establishing budgets.
  • Participates in exhibition production including handling, installation and de‐installation, moving, storing, packing and unpacking of artwork.
  • Oversees budget and project funding for collections care, conservation, and related activities.
  • Couriers works of art, as needed, and manages courier arrangements for incoming loans.


  • A Master’s degree in art history, museum studies, or related field is required.
  • 3-5 years of professional work experience in a museum, library, or visual resources special collection is required.
  • Experience with a major collections move is preferred.
  • Knowledge of collections management and museum registration best practices is necessary.
  • Knowledge of museum standards for the care, preservation, and display of works of art and historical objects is necessary.
  • Proficiency in both PC and Mac platforms and strong computer skills including experience with Microsoft Office, Photoshop, and collections management software is necessary.
  • Knowledge of and experience working with digital image file formats, file format conversion and related software, and image editing applications is necessary.
  • Demonstrated interpersonal and communication skills, as well as the ability to work effectively with diverse clientele is necessary.
  • Ability to lift, move, and pack items up to 50 lbs. and climb a ladder is required.
  • Experience creating metadata records and performing authority control is preferred.
  • Knowledge of best practices and experience with handling a variety of art objects and materials is required.
  • Experience creating faithful digital images of artwork and managing digital preservation projects is preferred.

Please apply online at:

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

About Us

Vanderbilt is a community of talented and diverse staff & faculty!

At Vanderbilt University , our work – regardless of title or role – is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

  • Working and growing together as a community of communities… we are One Vanderbilt.
  • Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
  • Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.


Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University requires all employees to (1) participate in any required on-campus COVID-19 testing protocol as may then be in effect, or (2) show proof of full vaccination against COVID-19.

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