Portland Museum of Art – Associate Registrar – Portland, ME

Job title: Associate Registrar Company: Portland Museum of Art Job description: GENERAL SUMMARY: Under the general supervision of the Director of Collections and Head Registrar, the Associate Registrar provides support for Portland Museum of Art (PMA) registration functions and serves as the database administrator for the collections management system (EmbARK), in accordance with best practice standards and in support of the museum’s mission. ESSENTIAL JOB FUNCTIONS: • Serves as primary administrator of the Collection Management System (CMS) database EmbARK, including implementing approved infrastructure processes to enable strategic and effective museum-wide use and public access to the PMA’s collection data including images and metadata. Implements procedures as assigned to ensure the PMA’s metadata remains consistent with standards in the museum field and serves as division representative on institutional policies regarding data and digital strategy. • Manages user licenses and permissions for EmbARK and trains database users in system procedures and functions. Serves as primary liaison to Gallery Systems for user concerns. Develops, updates, and communicates digital asset protocols as necessary. Acts as liaison between technology services and the PMA for EmbARK and maintains online collection access and initiatives for PMA community and the general public. Works closely with Information Technology personnel and the database software provider to customize, maintain, troubleshoot, repair, and upgrade the CMS. • Establishes, tracks, and maintains detailed electronic records, paper files, and form for objects as works are accessioned or received on loan, including object files, donor/lender/vendor files, and exhibition files. Responsible for daily database updates, including object movement, location control, and data entry for the permanent collection, exhibitions, loans, temporary deposits, and new acquisitions. • Oversees rights and reproductions activities for permanent collection. Proactively negotiates with artists and image licensing organizations for imaging and non-exclusive license agreements as applicable. Provides oversight of the use of images by PMA staff and liaises with relevant experts to internally advise on copyright regulation and other compliance issues pertaining to the management of collection, acquisitions, loans, documentation, publication, and reproduction. Handles all external image requests, including contracts and fees, for objects from the permanent collection. Coordinates new photography of collection objects. • Assists in preparation of condition reports as needed for collection and loan objects; prepares reports, checklists, and loan documents; and retrieves information from electronic and manual files as needed by curators, registrars, PMA staff, volunteers, and the public. • Assists with handling, movement, installation, and deinstallation of collection objects as assigned, including loans and exhibitions; assists with object rehousing and inventory, and couriers works of art as needed, according to best practice and established protocols. Organizes art shipments as needed. • Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted during work. Performs special projects and other related duties as required, directed, or as the situation dictates. • Supports the PMA’s strategic goal to advance a culture of inclusivity and diversity. • Complies with all Portland Museum of Art safety rules and procedures. SUPERVISORY RESPONSIBILITY: None. EDUCATION & EXPERIENCE: Bachelor’s or Master’s degree in museum studies or art history preferred, or equivalent combination of education and experience, plus 3-5 years of collections management, conservation, installation, and/or registration experience in a museum, gallery, or fine art shipping setting. QUALIFICATIONS: • Knowledge of museum registration methods and proficiency with collection management software. • Condition reporting, object handling, and object numbering skills required. • Ability to multitask, organize work, and meet deadlines with careful attention to detail in a fast-paced, collaborative environment. • Ability to strategically organize, process, and maintain records, identify inefficient or ineffective processes, and implement improvements. • Current knowledge of copyright laws and other legal issues related to museum operations. • Ability to develop procedures for operating systems and train technical and non-technical users. • Strong office management skills with considerable knowledge of office practices and procedures. • Proven written and oral communication skills, including ability to adhere to PMA brand charter and style guide, and familiarity with protocols of business correspondence. • Ability to communicate effectively with constituents in person, over the phone and via email. • Ability to operate computers and assigned software, including Microsoft Office, EmbARK, and Altru. • Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted in the course of work. • Ability to travel, including on short notice. • Ability to handle sensitive and confidential information with discretion. WORKING CONDITIONS & PHYSICAL DEMANDS: • Regular attendance at the workplace is required. The majority of work is performed in a museum or gallery setting or in a normal office environment not subject to extremes of noise, temperature, odor, etc., and always in concert with other people, requiring focus and physical fitness. Operates computer, printer, photocopier, scanner, and other office equipment. Frequently required to stand, walk, bend, crouch, climb ladders, and lift and carry heavy objects. Frequently required to handle art. Operates PEM2 and Conserve remote data loggers, psychrometer, loading dock lift gate, ladder, various hand tools and museum-owned or leased vehicles. Work requires extended computer use involving repetitive small muscle tasks. Occasional local, regional, national, and international travel may be required, including by truck. TERMS: The Associate Registrar position is a full-time, full-benefits, salaried, exempt, UAW Local 2110 union position with a full salary range on pay grade H (see below). COVID-19 PRECAUTIONS: The PMA requires all employees to be fully vaccinated and boosted in accordance with CDC guidelines. Proof of COVID-19 vaccination and booster status is required. TO APPLY: Qualified candidates are invited to apply by submitting a cover letter and resume. Job applications will be accepted electronically only and will be reviewed on a rolling basis until the position is filled. Expected salary: $53560 - 64400.75 per year Location: Portland, ME Apply for the job now!