Job Listing: Assistant Registrar of Loans & Exhibitions (The Colonial Williamsburg Foundation)

Assistant Registrar of Loans & Exhibitions

About the Position

The Assistant Registrar of Loans & Exhibitions works collaboratively with the registration team to create and maintain a permanent archive of accurate and comprehensive records documenting the Foundation’s 75,000-object collection of fine, decorative, folk, useful, and mechanical arts housed across multiple campus locations. The role manages both domestic and international incoming and outgoing loans. This position coordinates packing, shipping, and receiving logistics; prepares documentation for incoming and outgoing objects; manages the outgoing loan approval process; prepares loan agreements; and secures appropriate insurance coverage. The Assistant Registrar also conducts and reconciles collection inventories to ensure asset accountability and control, creates records and performs initial cataloging for incoming objects, and tracks object locations within TMS (The Museum System), the collections management system.

Main Duties:

• Coordinates the Outgoing Loan Review process with the Outgoing Loan Review Committee, summarizes findings, and submits final recommendations to the Chief Mission Officer for approval.
• Prepares loan agreements for the Registrar’s signature; arranges Certificates of Insurance; monitors insurance expirations; and maintains electronic and physical loan records, including renewals.
• Manages documentation for incoming and outgoing objects, including receiving reports, shipping reports, and condition reports.
• Coordinates packing, shipping, receiving, and courier logistics for Foundation objects in collaboration with registrars, curators, conservators, museum staff, and lending institutions to ensure proper handling, transport, installation, protection, and monitoring.
• Creates new records and performs initial cataloguing for incoming objects in the collections management system (TMS).
• Maintains primary responsibility for updating object locations in the collections management system and maintaining physical movement records for asset control; works with collections staff to reconcile discrepancies.
• Conducts and reconciles inventories of collections objects throughout the historic area and art museums, including exhibition installations and de-installations.
• Collaborates with the exhibitions team to coordinate installation and deinstallation logistics, prepare collection location reports, and support special projects.
• Assists with art handling for storage management, inventory, and exhibition installation in both museum and historic buildings, utilizing best museum practices.

This job description reflects the general responsibilities of the position and is not intended to be an
exhaustive list. Duties and responsibilities may evolve over time based on operational needs.

Required Education and Experience:

• A bachelor’s degree in museum studies, art history, material culture or a related field or an equivalent combination of education, training, and/or experience.
• 2 years of directly relevant experience (internship experience may be considered) including working with incoming and outgoing loans; handling art and antiques and working with museum collection management databases.

Must possess a valid Commonwealth of Virginia driver’s license and have an acceptable driving record based on The Colonial Williamsburg Foundation’s criteria.

• Must be able to provide a 5-year Motor Vehicle Record prior to employment
• Must be at least 21 years of age
• May not have more than 1 moving violation or at fault accident within 12 months
• May not have more than 2 moving violations or at fault accidents within 36 months
• May not have any serious motor vehicle violations including but not limited to excessive speeding, reckless driving, DUI/DWI, suspended or revoked license, etc.

This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA). This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Preferred Qualifications:

• Experience working in a Collections department at a comparable museum.

Key Skills / Competencies:

• General knowledge of decorative and folk art.
• Familiarity working with Excel and Word.
• Ability to communicate well both orally and in writing.
• Ability to establish and maintain complex record-keeping systems, including the use of collections management system software for this purpose.
• Ability to establish priorities in order to meet deadlines and work under pressure.
• Well-organized, detail-oriented and knowledge of best practices in museum registration and collections management.

Physical and Environmental Demands:

Prolonged periods of sitting at a desk and working on a computer; ability to lift up to 50 pounds at a time; occasionally climb, balance, stoop, kneel, crawl or crouch.

Typical Work Schedule:

40 hours/week; M-F 8:30 AM - 5:00 PM; Full Time

To apply, visit: Careers - Colonial Williamsburg