Project Registrar

JOB SUMMARY:

The Project Registrar, funded through the Lilly Endowment grant, supports the Senior Registrar in safeguarding the institution and the collection by creating and maintaining legal and administrative collection records; facilitating, documenting and managing all accessions, deaccessions and incoming loans related to Lilly Endowment grant initiatives; and ensuring the safety of objects in storage, on exhibit and during transit, filming, programming, renovations and events. The Project Registrar will supervise and coordinate all incoming and outgoing loans and traveling exhibitions related to the Lilly Endowment grant initiatives.

 

ESSENTIAL FUNCTIONS:

• Assist in the day-to-day operations of the Registration unit
• Develop an in-depth knowledge of the scope, content, and location of all physical and electronic records pertaining to the collection, with special emphasis on materials that fall within the scope of the Lilly Endowment grant
• Participate in the development of institutional policies, procedures, and strategies governing the documentation, care, and use of the collection, including as part of CHM’s Digital Futures initiative
• Support CHM’s Digital Futures initiative by helping migrate manual and legacy registration records into electronic systems, standardizing metadata, and improving discoverability and long-term sustainability of registration documentation
• Collaborate with Collections staff and other departments to ensure the appropriate handling, documentation, and use of the collection to meet institutional goals and support CHM programmatic activities, with special emphasis on materials that fall within the scope of the Lilly Endowment grant
• Assist with managing the accession and deaccession process, including the creation, management, and updating of associated legal and administrative records
• Participate in emergency preparedness and response efforts for collections spaces, supporting all-hands mitigation and recovery activities and helping ensure accurate records, documentation, and object safety during major or minor incidents
• Support periodic and project-based inventories by identifying and helping resolve custodial issues, such as unclear locations, missing documentation, or discrepancies between physical holdings and registration records
• Assist in maintaining and strengthening CHM’s NAGPRA compliance by gaining familiarity with NAGPRA regulations, contributing to accurate documentation and inventory processes, and supporting communication and coordination with Tribal Nations as needed
• Oversee incoming and outgoing domestic and international loans and traveling exhibitions, including negotiation of loan contracts; creation and maintenance of all supporting legal and administrative documentation; and coordinating condition reporting, packing, and shipping of materials
• Review borrowers’ supporting documentation, including facilities reports
• Courier incoming and outgoing loans as needed
• Arrange for insurance coverage for loans and traveling exhibitions as needed
• Coordinate and oversee movement of collection and loaned materials for exhibition purposes and work with Conservators and Exhibitions staff to establish appropriate standards for installation to ensure the safety of materials while on display
• Work in collaboration with other departments to ensure safety of the collections in galleries and public spaces; to evaluate off-site collection uses and venues; and to accompany or identify staff to accompany collections while in transit or off-site
• Provide additional registration support for media requests, programs, and other collection-related activities
• Assist with other registration duties as assigned
• Foster a collaborative team environment that supports cross-departmental communication and problem-solving

 

OTHER DUTIES:

• Supervise and mentor interns, work-study students, and volunteers
• Coordinate and oversee work by outside contractors, including such services as registration, conservation, appraisal, and mount making
• Develop and implement special projects related to the collections, including contributing to grant writing activity to support these initiatives
• Respond to telephone, email, and written reference requests pertaining to the collections
• Represent CHM at local, national, and international forums
• Serve as registration liaison and provide professional guidance to regional museums and the general public, providing information, resource referrals, printed materials, presentations, and/or tours

 

REPORTS TO: Senior Registrar

 

WORKING RELATIONSHIPS:

The Project Registrar works as part of a team that includes the Director of Collections, Director of Curatorial Affairs and Curatorial staff, especially the Curator of Religion and Community History, Registrar, Collection Management staff, Archivists, Conservators, Photographers/Imaging Specialists and Rights and Reproductions staff. The Project Registrar works closely with the departments of Exhibitions, Communications and Special Events during accessioning and deaccessioning activity; exhibition planning, installation, and de-installation; photography and media requests; and events and other activities taking place in or near galleries and collection storage areas. Additional constituencies include lenders, donors, researchers, other institutions, and CHM visitors.

 

REQUIRED QUALIFICATIONS:

• B.A. in a humanities field with academic training in museum studies; significant experience may be considered in lieu of an advanced degree
• Two to five years’ experience in museum registration or related field; experience with loan coordination and negotiation of loan contracts preferred
• Knowledge of museum registration practices, procedures, and legal and ethical standards
• Knowledge of conservation issues and practices
• Experience packing, transporting, and condition reporting a wide range of artifacts
• Experience working independently and collaboratively
• Ability to lift, carry or otherwise move and position objects weighing up to 40 pounds
• Ability to ascend and descend ladders and lifts
• Ability to supervise people and manage complex programs and projects
• Ability to plan and implement new programs
• Ability to solve technical, administrative, and personnel problems creatively
• Knowledge of relevant database and other museum software, including Airtable, CONTENTdm, and TMS
• Familiarity with or willingness to learn NAGPRA and other relevant federal and state compliance frameworks
• Superior oral and written communication skills
• Attention to detail
• Ability to balance multiple tasks, responsibilities, and demands for time
• Ability to deal diplomatically and effectively with all constituents
• Valid driver’s license
• Willingness to work occasional evenings and/or weekends
• Commitment to the mission, values, and programs of the Chicago History Museum

 

This job description is not intended to be an express or implied contract between CHM and any employee. CHM employees are employees at will. CHM reserves the right to change or assign other duties to this position as necessary to meet changing business needs. CHM is an equal opportunity employer.