Job description

POSITION SUMMARY

The Registrar of Permanent Collections is a member of the Collections Management Department, within the Research and Interpretation Division, reports to the VP for Collections and Conservation, and is responsible for the management, maintenance, and preservation of records as well as the processing of and accountability for accessioned collections. Also shares responsibilities for collections care, collections work for exhibitions, fiscal matters, etc., with the VP for Collections and Conservation and other department staff.

Oversees Associate Registrar for Permanent Collections, Senior Collections Manager, Rights & Reproductions Coordinator and Assistant Registrar, Collections Management as well as any temporary or part-time staff as needed.

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ESSENTIAL FUNCTIONS*
Accountability for Collections: The Registrar of Permanent Collections, with assistance of the Registration team, is responsible for: recording the location and movement of each and every object in the museum-owned collections; for organizing and implementing ongoing full physical inventory of collections and periodic spotcheck inventories; for tracking and maintaining both paper and electronic files on objects off-site, on display, and in storage; physical movement of collections through the conservation examination and treatment process and integration of conservation records into the collections records.

Monitoring storage and environmental conditions is also part of the responsibility of the Registrar, as well as arranging for next steps if inspections, interventions, or repairs need to be coordinated with staff and collections work, in storage rooms or galleries, such as pest infestations, temperature/RH fluctuations, Security department work on alarms or cameras, etc.

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Collections Access: *Co-leads the Collection Access team with the Head of Research Services (Library and Archives) whose primary goal is to review requests for access to the physical collection. Coordinate with incoming researchers and tribal communities to ensure that all relevant departments and staff are aware of the details for upcoming visits. Coordinate with the Senior Collections Manager to have objects pulled for researchers and tribal visitors and returned after visit. Ensure database is updated with any new information learned from visitors.

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Exhibitions: *The Registrar of Permanent Collections works with the Senior Collections Manager and Collections Associate Registrar on core gallery exhibits developed in-house by the Autry Museum, involving primarily permanent collections and few or no borrowed collections. In addition, the Registrar of Permanent Collections is responsible for monitoring, tracking, scheduling, and implementing the rotations/change-outs of artifacts currently on display in the core galleries. This work includes consulting with the Conservation department, confirming object checklist and scope of work with Curatorial and Exhibits and working with the Exhibition Coordinator to create a yearly schedule and mid-year review. The Core Gallery spreadsheet and calendar are maintained by the Registrar. In addition, special projects occur from time to time, such as small- and large-scale de-installation of a core galleries for renovation, Conservation treatments for objects in the galleries, programming, and filming in galleries, etc.

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Storage Management at Autry Museum and Resources Center: *Plans storage project activities, along with the Senior Collections Manager and VP for Collections and Conservation, which includes the transfer and accountability of objects between multiple museum campuses. This work includes, upon occasion, coordinating with outside vendors to carry out the movement/transfer of objects. A major initiative to reorganize the Native Collections is ongoing and planning for organization all collections within the buildings is also managed in consultation with the Senior Collections Manager and the VP for Collections and Conservation and VP for Native Collections. Additionally, a long-term metadata cleanup project is in progress, in conjunction with the Director of Information Services and Technology, the Library and Archives and other curatorial collaborators.

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Budget: *Develops and monitors the department's annual budget, especially where it concerns areas of major responsibility and/or special projects. This involves seeking out estimates from outside companies to include in the budget, necessary temporary staffing to see projects through completion and scheduling. The Registrar arranges for department equipment and supplies purchases for general use throughout the year and specifically for special projects, following Finance Department procedures, and keeps track of all department invoices.

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Rights and Reproductions: *The Registrar of Permanent Collections, oversees the Rights and Reproductions Coordinator to clear non-exclusive rights agreements and permissions with copyright holders for use of materials (online, in print, and in public areas) in exhibitions, publications, advertising, store products, and entertainment. The Registrar signs off on permissions for use of materials from the Autry collections in a variety of media and oversees the work of the Rights and Reproductions Coordinator. “Special case” in-house digital imaging and image requests of Autry collection items are coordinated between the Registrar of Permanent Collections and the Rights and Reproductions Coordinator. This excludes photography of new acquisitions, which is coordinated between the Rights and Reproductions Coordinator and the Collections Associate Registrar.

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Accessioning Activities*: Oversees the registering of collections and the work implemented by the Collections Associate Registrar. Participates in the bi-weekly interdepartmental Accession Committee meeting that reviews and votes on new acquisitions.

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Deaccessions & Disposals:* The Registrar of Permanent Collections and the Registrar of Acquisitions are responsible for maintaining records on deaccessioned objects, as well as items that are part of lot purchases not intended to be accessioned. Work is coordinated between departments to make the necessary arrangements for disposals.

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OTHER FUNCTIONS*

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Long Term Collection Projects:*

• Gene Autry Collection/Frontier Museum Collection: Is responsible, in coordination with the VP for Collections and Conservation, for planning, implementation, coordination, final accessioning, distribution, and possible disposal of all objects and other property included in pending donations/unaccessioned purchases that are currently in temporary custody status.

• Museum-wide HVAC and Lighting updates: planning to begin in 2023 for multi-year systems upgrades throughout museum galleries, which will require the deinstall and reinstall of permanent galleries.

General Collections Management Department Work: All members of the Collections Management Department are responsible for the overall security and wellbeing of the Museum collections, including monitoring and practicing proper handling and transport of collections; being present and alert in collections areas when noncollections people are there; knowing and following Museum policy and procedures regarding security of the premises and collections; and being available for after-hours emergencies.

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Other Duties as Required: *The professional staff members of the Autry Museum act as a team to promote and perform to the best interests of the institution. As a member of this team the Registrar for Permanent Collections will be called upon to represent the department and/or the institution at special events, to participate in institutionwide projects, and to participate in special department projects. All staff is required to work the evening of the annual Masters of the American West fundraiser event.

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MINIMUM QUALIFICATIONS*

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Academic:*

• Bachelor’s degree in related field, i.e., Museum Studies, History, Native American Studies, Anthropology, Conservation or Art/Art History.
• Master’s degree or comparable experience preferred.

Professional:

• 5-7 years prior museum work experience including exhibition management, artifact handling, packing and familiarity with art/artifact shipping.
• Knowledge of current museum registration methods, AAM standards, and collections stewardship theory and practice.
• Experience working with historic collections and Native American cultural material required.
• Knowledge of traditional care practices for Native American cultural material required.
• Excellent oral and written communication and interpersonal skills.
• Experience managing staff, vendors, and interns.
• Skill in writing routine professional correspondence.
• Excellent attention to detail and ability to recognize discrepancies.
• Strong planning and organizational skills, including agile management of multiple tasks and competing deadlines and logistical planning.
• Strong problem-solving skills and ability to exercise sound independent judgment.
• Demonstrated ability to work effectively both independently and as part of a team.
• General comprehension of the basic physical nature of a variety of materials as represented in the museum’s collection.
• Spatial and visual acuity

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Computer skills:*

• Proficiency in Microsoft Word for generating forms, correspondence, and other documents.
• Demonstrated skill in Excel Spreadsheet management.
• Experience using Microsoft Teams for collaborative projects and file management.
• Ability to operate a digital camera and work with image files.
• Familiarity with Adobe Photoshop or related programs.
• Knowledge of museum collection databases, MIMSY preferred.
• Understanding of museum barcoding systems preferred.

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WORKING CONDITIONS*

• Standing or walking 2-4 hours at a time, up to 8 hours per day.
• Sitting at a computer 2-4 hours at a time, up to 8 hours per day.
• Lifting and carrying objects weighing up to 35 pounds.
• Required upon occasion lifting objects weighing up to 100 pounds and carrying them up to 100 feet with one or two other staff members.
• Pushing or pulling of heavy carts, crates, and other containers.
• Working with manual and light-duty power tools and operating pallet jacks.
• Bending, squatting, reaching, and lifting overhead, kneeling, climbing ladders up to 12 feet high.
• Ability to work in low indoor temperatures.
• Valid California driver's license and willingness to drive box truck.

COVID-19 PROTOCOL
We take the health and safety of our colleagues, visitors, and their families very seriously. To that end, we have concluded that the best way to ensure the safety of everyone is to require that all staff be fully vaccinated for COVID-19.
Please know that in order to become employed by Autry Museum you must provide satisfactory proof that you are fully vaccinated for COVID-19 once you receive a formal job offer. If you cannot receive the COVID-19 vaccination or require other reasonable accommodation you will need to complete an Exemption Request Form by no later than the first week of employment; if approved, you will be required to provide a weekly proof of a negative COVID-19 test result.

More information will be provided as we move along in the recruitment process.
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ULTRA GENEROUS BENEFITS PACKAGE*

• Best-in-class healthcare insurance plans:
• 2 Medical HMOs - Value Network and Full Network
• 2 Medical PPOs - Traditional and High Deductible PPO with Health Savings Account (HSA)
• 2 Dental Plans
• 1 Vision Plan

• Flexible Spending Accounts (FSA) for medical and dependent care costs
• One of the best PTO policies in the sector, including very generous paid vacation, paid holidays, paid sick time, and paid bereavement leave.
• A 403(b) retirement plan with employer contributions up to 5%.
• Employer-paid Life and AD&D (Accidental Death & Dismemberment) insurance. Additional Voluntary Life Insurance also available.
• Long-Term Disability Insurance.
• Pet Insurance.
• Identity Theft insurance.

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Please note you must be a California resident - we are not a multi-state employer.*

Job Type: Full-time

Pay: $65,000.00 - $68,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: One location

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