Registrar at George Washington’s Mount Vernon

Job Title: Registrar

Job Status: Full-time

Location: Mount Vernon, VA

Salary: $55,000 – $70,000

Description

The Registrar, is a full-time, exempt-status position, working within the Historic Preservation and Collections Department under the supervision of the Chief Curator and Director of the Fine and Decorative Arts Collection (“Director”). In addition to supporting the overall mission of the Mount Vernon Ladies’ Association and the Department to preserve, care for, and interpret the Association’s historical and cultural resources, the Registrar is charged with the primary responsibility of ensuring the quality, integrity, and preservation of all written and photographic documentation for Mount Vernon’s Fine and Decorative Arts collection, including permanent holdings and demonstration items. He/She plays an essential role in upholding collections policies, stewarding Mount Vernon’s collections, and maintaining and making accessible the associated information.  

ESSENTIAL FUNCTIONS:

Registration and Administration

  • Ensures prompt and accurate registration of all objects, including handling their accessioning, documentation, intellectual property controls, processing, and insurance. This includes items being considered for acquisition or deaccession. 
  • Coordinates with Collections Management staff on regular collection inventories and the storage, condition reporting, numbering, photography, and movement of items in the collection.
  • Oversees regular photography and digitization of collection objects, in collaboration with the Visual and Digital Assets Specialist, and the Curatorial, Collections Management, Conservation, and Library staff.
  • Creates and maintains all object records, both digital and hard copy, for collection objects and oversees and files all documentation related to objects such as receipts, deeds of gift, IRS forms, appraisals, curatorial research, correspondence, and shipping and transportation documentation.
  • Works with Curatorial, Conservation, and Collections Management staff to develop and implement procedures to update records and files with new information and protocols to effectively manage and make that information available.
  • Arranges and renews fine arts insurance policy, requests certificates of insurance, and processes claims if needed. 
  • Coordinates processing and documentation of all deaccessions.
  • Researches and stays apprised of current national and international regulations, procedures and legal standards regarding collections ethics, security, customs permits, cultural property, insurance coverage, government indemnity, and requests for immunity from judicial seizure.

Database Management

  • Serves as a system administrator for collections management software, The Museum System (TMS), and works with staff to keep data standardized and updated.
  • Maintains the quality and accuracy of data in TMS and creates, updates, maintains, and proofs records and reports working closely with Curatorial and Collections Management staff to ensure accuracy in the object, loan, constituent, exhibition, and media modules.
  • Monitors online collections portal (eMuseum) and works with Curatorial, Collections Management, IT, and Media staff to make edits, fix broken links, and make records available. 
  • Works with vendor, Gallery Systems, and Mount Vernon IT staff to address any issues detected in TMS or eMuseum. Manages and checks in on tickets and cases, troubleshooting and upgrading software as needed. 
  • Trains current and incoming staff on TMS functions and data entry protocols.
  • Works with Collections Manager to manage TMS user accounts, and update, develop, and maintain security groups and permissions for TMS users. 
  • Develops a TMS media record guide that outlines the procedures and policies for inputting media. Works closely with relevant staff to ensure standardization. 

Exhibitions & Loans

  • Serves as the primary contact for internal and external colleagues on loan procedures. Oversees incoming and outgoing loans, loan renewals, and their special requirements, insurance, legal agreements, correspondence, transportation, and entry in the loan ledger. 
  • Files all related documentation such as signed agreements, correspondence, certificates of insurance, shipping receipts, board approvals, and curatorial research in both digital and hard copy files.
  • Coordinates with Collections Management staff to ensure the timely condition reporting, packing, and shipping of loan objects. Acts as courier and travels when needed. 
  • Creates and maintains loan records in TMS, regularly updating relevant information such as loan status, dates, locations, constituents, and object information.
  • Assists with exhibition planning, installation, and maintenance as appropriate.

Other Responsibilities

  • Answers collection inquiries as assigned. 
  • Collaborates as appropriate with the Curator of Preservation Collections, Curator of Special Collections, Archivist, and Manager of Visual Resources.
  • Creates internal and external reports relating to the collection. 
  • Assists with work in the Historic Area (Mansion and outbuildings) and exhibition spaces as needed.
  • Oversees contract, full-time, part-time, intern, and volunteer personnel as needed.
  • Undertakes other duties as assigned.

BENEFITS:

  • Retirement plan with employer matching
  • Meals and merchandise discounts
  • Free parking
  • Employee recognition at 5 years of service
  • Annual employee events
  • On-site gym
  • Health and dental insurance
  • Life and disability insurance
  • Paid leave
  • Flexible spending account for medical care

SALARY RANGE: $55,000-$70,000
Please apply to this position via the Mount Vernon website or Indeed.

Mount Vernon is dedicated to creating an inclusive environment for all employees. As an Equal Opportunity Employer, we are committed to building and retaining a team that represents a variety of skills, experiences and perspectives.  All employment decisions are based on business needs, job requirements, performance, and qualifications without regard to race, religion or belief, national or ethnic origin, gender/sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital or domestic partnership status, veteran and military status, family or parental status, or any other status protected under federal, state, or local law. Mount Vernon will not tolerate discrimination or harassment based on any of these characteristics.

 

Requirements

QUALIFICATIONS:

  • Master’s degree or equivalent experience in Museum Studies, Collections Management, or a related field required. Coursework in Information Sciences desirable.
  • At least two years registration and or collections management experience at a museum or historic site.
  • Solid knowledge of registrarial and collections documentation responsibilities and procedures. 
  • Demonstrated computer and records management skills, including word processing, image management, and collections databases. Experience with TMS/eMuseum and Crystal Reports preferred. 
  • Excellent verbal and written communication skills.
  • Ability to work independently and as part of a team.
  • Ability to meet deadlines and work under pressure.
  • Ability to work beyond a normal work week.
  • Willingness and ability to travel locally, nationally, and potentially internationally.
  • Successful completion of security background check.

PHYSICAL REQUIREMENTS:

  • Ability to lift and carry up to 30 lbs.
  • Ability to stand for long periods of time.
  • Ability to climb and balance on ladders, for example.
  • Support given to various departments across estate may result in occasional exposure to uncomfortable weather conditions.
  • Must have manual dexterity to handle works of art.