Registrar/Collections Manager: Colgate University

Located on Colgate University’s beautiful campus in Hamilton, New York, the collection of the Picker Art Gallery features approximately 11,000 objects from antiquity to the present, including approximately 8,000 works on paper, 1,400 photographs, 900 paintings, and 300 sculptures. Colgate University is one of the country’s leading liberal arts colleges, with a student population of about 2,900 and 300 faculty. This is an exciting time in Colgate’s history, as the newly conceived Center for Art and Culture will become home to two university museums: the Picker Art Gallery and the Longyear Museum of Anthropology. These distinguished university museums play a significant role in Colgate’s teaching mission and reputation, a relationship that will be deepened with the newly launched Museum Studies Minor in the Department of Art and Art History. Reporting to the Director of University Museums, the registrar/collections manager of the Picker Art Gallery is part of the museum team and responsible for, but not limited to, all aspects of the care and management of objects owned by or on loan to the Picker Art Gallery and the Longyear Museum of Anthropology, the handling of both collections in accordance with approved policies and in alignment with museum best practices.

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The registrar/collections manager is accountable for all aspects of the care and management of works owned or on loan to Colgate University Museums. The successful candidate is a team player and enjoys to plan for and realize the digitization of the collections in an effort to put the collections online; establish, develop, and implement policies and procedures related to collections management with pertinent staff that are in keeping with best practices in the field, AAM museum standards, and ethics for registration.

– Responsible for record-keeping systems (electronic and paper), inventory procedures, administration of insurance policy, documentation, storage, care, handling/packing, condition, display and security of objects (in permanent collections and on loan).

– Oversee the electronic collections management database systems.

– In conjunction with pertinent staff, responsible for system security, digitization of images to be included in the databases, periodic software upgrades and database system migrations, metadata development and development of database search capabilities.

This position will be primarily accountable for the thoroughness, accuracy and the proper documentation and filing and storing of all object records (both digital and paper).  Accountable for managing orderly records, files, and retrieval systems for Colgate University Museums collection (f.ex. history, location, provenance). Produces accurate and timely reports (e.g. in conjunction with appraisals, inventories, insurance purposes, exhibitions), for leading inventories, audits, and spot-checks as required. Accountable for working with curators and other museum staff to develop a style guide and policies (e.g. collections management) in addition to establishing proper protocols (e.g. handling of objects), ensuring that forms (e.g. loan forms, deed of gift) are meeting AAM standards and are approved by Colgate University.  Accountable for the proper care of all objects and for keeping the storage areas (on and off-site) neat and according to protocol and in consultation with pertinent museum staff and conservators.


– Bachelor’s degree in art history, studio art, museum studies, or related field and/or equivalent combination of experience or training required with minimum of 4 years of museum/gallery experience as collections manager and/or registrar and demonstrated knowledge of registration practices required.

– Excellent organizational and communication skills and demonstrated leadership ability.

– Demonstrated experience with TMS (The Museum System) required plus ideally proficiency in eMuseum and FileMakerPro strongly preferred. Knowledge of nomenclature, metadata standards and best practices in the field required.

– Confidentiality, discretion, and flexibility are a must.

– Must be capable of working collegially with a diverse group of faculty, staff, students, conservators, museum professionals, scholars, collectors, lenders and the general public on a daily basis and foster a cooperative work environment.

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Colgate University, an Affirmative Action and Equal Opportunity Employer, is committed to developing and sustaining a diverse faculty, student body, and staff to further the university’s academic mission.  Minorities, Females, Persons with Disabilities and Protected Veterans are encouraged to apply.

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