Museum Registrar at the Fred Jones Jr. Museum of Art

Job Title: Museum Registrar 

Job Status: Full-time

Location: Norman, OK

Salary: $41,000 – $45,000

Description

About: The University of Oklahoma’s Fred Jones Jr. Museum of Art (FJJMA) is one of the finest university art museums in the United States. Strengths of the more than 20,000 object permanent collection (including the approx. 3,300-object Eugene B. Adkins Collection and the more than 4,500-object James T. Bialac Native American Art Collection) are the Weitzenhoffer Collection of French Impressionism, 20th century American painting and sculpture, traditional and contemporary Native American art, art of the Southwest, ceramics, photography, contemporary art, Asian art and graphics from the 16th century to the present. Temporary exhibitions are mounted throughout the year that explore the art of various periods and cultures.

The FJJMA is an integral part of the Norman campus of University of Oklahoma. Founded almost a hundred years ago, the Museum is renowned for the outstanding quality of its collections and is among the best art museums in an American public university, serving both its campus population and its external communities.

The purpose of the FJJMA is to transform lives through experiences with art. In the Museum’s new Strategic Plan 2024-2029 the team reimagines the organization as a university art museum for all. Crucial elements of the Museum’s Plan include a commitment to developing an excellent working culture grounded in organizational health, a warm and engaging welcome to our diverse visitors, both on- and off-campus, in part by the creation of an exciting Program, repositioning the Museum locally and on the wider stage, and building a strong and sustainable financial framework.

Benefits: Located on the edge of campus, the Fred Jones Jr. Museum of Art welcomes the communities of Norman and the University of Oklahoma. Furthermore, with affordable living costs and a diverse range of recreational activities, the city of Norman offers the appeal of a vibrant community with a small-town feel, paired with the cultural and educational opportunities presented by the University of Oklahoma. There are many perks to employment at The University of Oklahoma, including but not limited to:

  • 27 days of annual paid time off, increased with years of service
  • 14 paid holiday days off
  • Healthcare plan options to meet healthcare and financial needs
  • Retirement plan options
  • Two weeks of paid parental leave
  • Employee wellness program featuring activities to earn up to $300/year
  • Discounted athletic and cultural event tickets
  • Tuition Waiver Program; Discounted tuition and fees for yourself and other dependents
  • On-campus fitness and recreation centers, museums, gardens, and restaurants

For more information regarding employee benefits, please visit: Benefits-of-Working-at-OU

Contribution of the Role: The Museum Registrar role is critical to the success of the Fred Jones Jr. Museum of Art. We aspire to be the best stewards of the museum’s collections. The post holder will oversee all the ethical and legal use of the collections. Reporting to the Head of Exhibitions and Collection Services, this position leads the entire collections management and registration duties of the 20,000-object collection.

Responsibility of the Role: This role exists to support the excellent stewardship of our permanent collections and will be responsible for the care and condition of loaned artworks, both those loaned to the Museum and those loaned out to other museums. The role of Registrar will be situated within the Division of Exhibition and Collections and will report directly to the Head of Exhibition and Collections Services. They will work closely with the Curator, ECT (Exhibitions and Collections Team) and Program Group, each of which generate exhibitions and gallery displays. They will also liaise closely with the Exhibition & Collection Coordinator in their home Division of Exhibitions and Collections Services.

Culture Supporting the Role: We work together as a small and expert community of staff, closely guided by our values: clarity, respect, accountability, perseverance, and courage.

Over-Arching Responsibilities of the Role

  1. Maintain and update all collections-related documentation, ranging from object records (both physical and digital) to Museum policies and procedures
  2. Deliver administration and budget forecasting and management for loans, conservations, shipping, insurance and other related items
  3. Create a Strategy and Plan for the ongoing care of the collection
  4. Prepare for the 2026 AAM re-accreditation of the Museum
  5. Membership of division, teams, and groups
  6. Commit to the Strategic Plan and the Museum’s core values

Tasks Associated with Responsibilities

1. Maintain and Update all Collections-Related Documentation, Ranging from Object Records to Museum Policies and Procedures.

  • Object Records Management 
    • Cataloging: Updating and managing detailed records of each object in the collection. This includes recording acquisition information, provenance, condition reports, and any changes in location or status.
    • Digitization: Ensuring digital copies of object records are accurate and up to date. This may involve scanning documents, photographs, and other media related to objects.
  • Policy and Procedure Documentation
    • Policy Updates: Regularly reviewing and updating museum policies related to collections management, conservation, handling, and access.
    • Procedure Manuals: Maintaining comprehensive manuals outlining step-by-step procedures for tasks such as accessioning, deaccessioning, loans, and conservation.
  • Legal and Ethical Compliance
    • Legal Documentation: Ensuring that all legal documents such as deeds of gift, loan agreements, and contracts are properly stored and updated as necessary.
    • Ethical Guidelines: Adhering to ethical standards such as those set by professional organizations (e.g., AAM, ICOM) regarding collections care, handling of sensitive materials, and cultural sensitivity.
  • Inventory and Location Tracking
    • Inventory Control: Conducting regular inventories to verify the physical presence and condition of objects in the collection.
    • Location Records: Maintaining accurate records of where each object is located within storage facilities or exhibition spaces.
  • Documentation Accessibility
    • Digital Archives: Ensuring digital access to collection records for internal use, research, and public inquiries where appropriate.
    • Physical Archives: Managing physical archives of historical documentation, including past exhibition records, correspondence, and research materials.
  • Risk Management and Emergency Preparedness
    • Assessing risks to the collection and updating documentation accordingly to mitigate potential threats such as environmental hazards or security breaches.
    • Emergency Plans: Maintaining current emergency response plans for protecting collections during disasters or emergencies.
  • Collaboration and Communication
    • Internal Communication: Facilitating communication among staff members regarding updates to documentation, policy changes, or procedural adjustments.
    • External Communication: Providing information to researchers, donors, and the public regarding collections policies, access guidelines, and research opportunities.

2. Budget Forecasting and Management for Loans, Conservations, Shipping, Insurance and Other Related Items.

  • Budget Planning and Forecasting
    • Annual Budget Preparation: Collaborating with relevant departments (e.g., collections management, conservation, exhibitions) to develop budgets for loans, conservation projects, shipping, insurance, and related expenses.
    • Long-term Forecasting: Estimating future financial needs based on projected loan agreements, conservation schedules, and institutional goals.
  • Expense management and Monitoring
    • Expense Management: Monitoring expenditures related to loans, conservation treatments, shipping costs, insurance premiums, and other related items against approved budgets.
    • Financial Reporting: Generating regular reports to track spending, identify variances, and ensure adherence to budgetary constraints.
  • Administration of Loans
    • Loan Agreements: Negotiating and managing loan agreements with external institutions or private collectors, ensuring compliance with legal and institutional requirements
    • Condition Reports: Working with the Project Coordinator for the preparation of detailed condition reports for objects being loaned out and overseeing their safe transportation to and from the borrowing institution.
  • Conservation Project Management
    • Project Budgeting: Developing budgets for conservation treatments, restoration projects, and preventive conservation measures.
    • Vendor Contracts: Managing contracts with conservation professionals or firms, ensuring services are delivered within budget and meeting quality standards.
  • Shipping and Logistics
    • Shipping Coordination: Arranging transportation of loaned objects or objects for conservation, ensuring proper packaging, handling, and insurance coverage.
    • Customs and Documentation: Managing customs procedures, permits, and documentation required for national or international shipments.
  • Insurance Coverage
    • Insurance Assessment: Assessing insurance needs for loaned objects, exhibition items, and objects undergoing conservation based on their value and risk factors.
    • Policy Management: Reviewing insurance policies, negotiating coverage terms, and ensuring adequate protection for objects both on-site and during transit.
  • Contract and Vendor Management
    • Vendor Selection: Selecting and managing contracts with vendors and service providers (e.g., shipping companies, conservation labs) through competitive bidding processes or negotiations.
    • Performance Evaluation: Evaluating vendor performance to ensure quality service delivery and cost-effectiveness.
  • Financial Oversight and Reporting
    • Financial Controls: Implementing controls to monitor expenditures, prevent overspending, and ensure funds are allocated appropriately.
    • Auditing and Compliance: Facilitating internal and external audits related to financial management, ensuring transparency and accountability in financial practices.
  • Communication and Collaboration
    • Internal Communication: Collaborating with cross-functional teams (e.g., collections management, curatorial, finance) to coordinate activities and manage financial resources effectively.
    • External Communication: Communicating with lenders, conservation professionals, insurers, and shipping agents to ensure smooth operations and adherence to contractual obligations.

3. Create a Strategy and Plan for the Ongoing Care of the Collection

  • Collection Assessment
    • Conducting a comprehensive assessment of the museum’s collection to understand its scope, condition, and conservation needs.
    • Prioritizing objects based on significance, condition, and frequency of use for strategic planning.
  • Developing Conservation Policies and Procedures
    • Establishing or updating policies and procedures for the conservation and care of objects in the collection.
    • Defining standards for handling, storage, environmental conditions, and conservation treatments.
  • Risk Management and Emergency Preparedness
    • Conducting risk assessments to identify potential threats to the collection, such as environmental hazards, pests, or human factors.
    • Developing and implementing emergency response plans to mitigate risks and ensure rapid and effective response in case of disasters
  • Documentation and Inventory Management
    • Ensuring accurate and up-to-date documentation of each object in the collection, including provenance, condition reports, and treatment history.
    • Implementing inventory management systems to track the location, movement, and condition of objects within the collection.
  • Storage and Display Guidelines
    • Establishing guidelines for storage solutions that meet conservation standards and ensure the long-term preservation of objects.
    • Work with the Project Coordinator in developing protocols for exhibition and display, considering light levels, temperature, relative humidity, and security.
  • Conservation Treatments and Preventative Care
    • Planning and scheduling conservation treatments based on the needs and priorities identified during assessment.
    • Implementing preventive conservation measures to minimize deterioration and prolong the lifespan of objects.
  • Education and Training Programs
    • Working with the Head of the Exhibition and Collections Division in providing training for museum staff on proper collections care techniques, conservation practices, and emergency response procedures.
    • Educating the public, volunteers, and stakeholders on the importance of collections care and preservation through workshops, tours, and outreach programs
  • Budgeting and Resource Allocation
    • Developing budgets for ongoing collections care activities, including conservation treatments, storage improvements, and staff training.
    • Allocating resources effectively to address immediate needs and long-term preservation goals.
  • Monitoring and Evaluation
    • Establish monitoring protocols to regularly assess the condition of objects and the effectiveness of conservation strategies.
    • Conducting periodic evaluations of the collections care strategy to identify areas for improvement and adjust plans as necessary.

4. Prepare for the 2026 AAM re-accreditation of the Museum

  • Review Accreditation Standards
    • Familiarize yourself and the museum team with the current AAM accreditation standards and requirements for museums.
  • Conduct Museum Self-Assessment
    • Evaluate the museum’s operations, policies, and practices against the AAM standards.
    • Identify areas where improvements are needed to meet accreditation requirements.
  • Develop Re-Accreditation Plan
    • Create a detailed timeline and action plan outlining tasks, responsibilities, and deadlines leading up to the re-accreditation.
    • Assign roles to staff members or committees responsible for different aspects of the preparation process.
  • Documenting Policies and Procedures
    • Review and update museum policies and procedures to ensure they align with AAM standards.
    • Document processes related to collections care, exhibitions, education programs, governance, and ethics.
  • Collections Management and Care
    • Ensure collections are well-documented, with accurate records of acquisitions, loans, conservation activities, and provenance.
    • Implement best practices for collections care, including storage, handling, and environmental controls.
  • Documentation and Reporting
    • Compile documentation and evidence to support compliance with AAM standards.
    • Prepare written reports, narratives, and supporting materials as required by the accreditation process.

5. Membership of Division, Teams and Groups

  • Be a pro-active member of your division, team(s) and group(s); stand in for your peers, line manager and Division Head/Director when required.
  • Be an active, creative, and committed Chair of the Museum’s Exhibitions and Collections Team.

6. Commitment to the Strategic Plan and the Museum’s Core Values

  • This role plays an important part in the Museum’s Strategic Plan 2025-2029, and your annual plan and evaluation will be completely aligned with the Plan.
  • You are required to commit to the Museum’s values [clarity, respect, accountability, perseverance, and courage] and to bring these values to all aspects of your work within and outside the Museum.
  • You will be an excellent ambassador and advocate for the Museum, always behaving professionally and maturity.

To apply, please visit: https://jobs.ou.edu/ 

Job Number: 241954

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

Requirements

Required Qualifications

  • Bachelor’s degree in Museum Studies, Art History, Fine Arts or equivalent combination of education and experience.
  • Minimum of two years’ experience in museum registration or collection management.
  • Knowledge of American Alliance of Museums (AAM) standard museum principles and practices.
  • Experience maintaining accurate reference files to prepare comprehensive reports on collections and requirements for the preservation of artifacts.
  • Demonstrated skill in using collection management software.
  • Demonstrated skill using Microsoft Word, Excel, and Teams.
  • Ability to multitask and work cooperatively with a team of various departments, knowledge levels, and experiences.
  • Ability to be detail oriented and work independently on multiple projects

Preferred Qualifications

  • Master’s degree in Museum Studies or Art History
  • Three -five years’ experience in museum registration and collection management.
  • Knowledge of File Maker systems collection database.
  • Ability to adapt to changing circumstances and unexpected situations.
  • Prior experience in AAM accreditation/re-accreditation.

This job was sourced via AAM