« Back to all jobs Associate Registrar, Database Administration

The Associate Registrar serves as the database administrator for the collections management system (TMS).  This position also oversees in-house movement of works and viewings, facilitate incoming loans for use in collection galleries; renew long-term loans (bi-annually), participates in collection inventory initiatives, in addition to managing exhibitions as assigned.

1. TMS Collection Database: Determine and implement data entry standards and procedures for TMS; maintains the data entry user manual; train and support staff users; create and maintain user accounts and security configurations; serve as liaison with The Museum System representatives; work with Information Services on system updates (currently at 2016 R2); facilitate the export of TMS data to eMuseum for web collections searching; write and modify reports for users with Crystal Reports; import images taken in house by Media Services from Portfolio to TMS; conduct data entry checks to assure quality assurance; spearheads and participates in data cleaning efforts; explore untapped possibilities with TMS such as the Exhibition module; create reports of legal documents issued by registration; stay current on best practices regarding technology in general and TMS specifically.
2. Collection Access: Manage requests to view works of art (Viewing Room schedule) and confirm that preparation and other parties are on track to facilitate approved request; process Art Movement Forms and update object locations in TMS daily. Pull object files for curators and assist with research projects and collection care initiatives.
3. Exhibitions: Plan and implement registration aspects of exhibitions; coordinate incoming/outgoing shipping and packing/crating; gather budget estimates; secure loan agreements; plan installation schedules with core exhibition team; submit indemnity, immunity from seizure or permit applications as needed; create and maintains TMS records and paper files; oversee loading/unloading of trucks; complete condition reports; make hotel and transportation arrangements and secure per diem for couriers.
4. Collection Statistics: Produce monthly, quarterly, and annual collection statistics for Finance, Development, and Executive departments. Accomplish monthly inventory spot-checks with colleagues.
5. Administrative: Create and manage electronic (TMS) and paper files for all loans and exhibitions. Renew long-term loans (bi-annually).
6. Other: Completes all other duties as assigned or requested for the general support of the organization.