Employment Opportunities
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Type P
Entered 9/19/2017
Company Philbrook Museum of Art - Tulsa, OK
Position Registrar & Collections Manager
Close Not Specified
Salary Not Specified
URL https://aam-us-jobs.careerwebsite.com/jobseeker/job/37072094/registrar-and-collections-exhibitions-c
Philbrook Museum of Art is a vibrant cultural institution in Tulsa, Oklahoma that welcomes over 170,000 visitors each year. The main museum is a 1920s Italianate Villa nestled in 25 acres of landscaped gardens and features selections from the collection of approximately 14,000 objects. A modern wing of the Villa and a satellite location in downtown Tulsa present a dynamic and ambitious program of rotating exhibitions. With artworks from Africa, the Americas, Asia, and Europe dating from 3,000 BCE to today, Philbrook is Oklahomaís most comprehensive art museum and offers visitors a glimpse into a broad range of cultures, time periods, and perspectives. The diverse collection supports a vision in which museums foster deeper understanding of ourselves, our rich community fabric, and our ever-shrinking world.

Philbrook holds the visitor at the core of its mission, which is to be an essential and exceptional participant in the cultural, educational, and economic life of a growing and diverse community, and to inspire the broadest possible public engagement, access, and service.

Philbrook Museum of Art is hiring two full-time positions: a Registrar and a Collections and Exhibitions Coordinator.

Working under the Director of Collections and Exhibitions, the Registrar oversees the care and administration of all art in the Museumís physical or legal custody, implements policies and procedures related to the professional preparation, storage, handling, packing, transporting, and display of artworks, is responsible for ensuring the accuracy of all collection-related information, managing electronic and paper record systems, and administering all documentation related to accessioning, deaccessioning, and incoming and outgoing loans. The Registrar supervises Assistant / Associate Registrar(s), interns, and volunteers.

Collections Care: Ensure the proper care and safe keeping of all art in the Museumís care by administering policies and procedures related to the professional preparation, storage, handling, packing, transporting, display, and security of artworks as well as the implementation of established policies governing accessioning, deaccession, and lending. Coordinates Collection Committee meetings, including creating agendas and minutes.

Exhibitions and Loans: Execute all arrangements for incoming loans and traveling exhibitions, including coordinating packing, shipping, couriers, and conservation; executing loan agreements; issuing receipts; and organizing insurance. Serve as courier as needed.

Collections Documentation: In collaboration with the Collections Manager, manage electronic database (TMS) and documentary files related to the collection. Ensure accuracy and consistency of all collection-related material. Responsible for location tracking for collection and loaned items.

Insurance: Manage insurance policies and appraisals.

Supervision: Prepares instructions, assigns, and trains Assistant / Associate Registrar as well as department volunteers and interns. Monitors and reviews performance and initiates or recommends associated personnel actions.

Other Duties: Liaise interdepartmentally as well as outside the museum with artists, collectors, foundations, galleries, and other museums while modeling Philbrookís mission and vision. Work with all museum departments to prepare and edit materials to promote, publicize, and interpret the collection, exhibitions, and related public programs.

Maintain prompt and reliable attendance in order to successfully perform the duties of the job.

Expertise in collections management procedures, fine art registration work, and proper art handling policies and procedures.

Detail-oriented, organized, and flexible. Able to prioritize effectively in a fast-paced environment.

Embraces a collaborative approach to projects. A precise and clear communicator with strong interpersonal skills and an open-minded outlook.

Displays keen cultural sensitivity and handles sensitive information with tact.

Excellent computer skill, with proficiency in collections database management (TMS), MS Office Suite, and imaging applications and software.

Familiarity with digital photography and equipment.

Must maintain a valid state driverís license.


The Collections and Exhibitions Coordinator supports exhibitions planning, implementation, and assessment; general collections care; and the day-to-day administrative functions of the Collections & Exhibitions and Curatorial Departments. The Coordinator will manage exhibition-related images, including securing publication permissions, handle rights and reproduction requests from the collection, play a key role in interdepartmental communication and collaboration.

Exhibition Administration: Under the supervision of the Director of Collections & Exhibitions, monitor exhibition deadlines and scheduling; create documents related to exhibitions, including contracts, loan requests, and exhibition proposals; and handle exhibition meeting scheduling, agendas, and minutes. Organize and archive exhibition-related records. Work closely with curators to track exhibition budgets, prepare label copy, and maintain accurate and up-to-date checklists for each exhibition.

Image Management: Manage exhibition-related images, including securing publication permissions, liaises with internal departments to ensure accuracy of collection / exhibition images and captions, and handle rights and reproductions requests from the collection. Coordinate and supervise exhibition photography.

Collections Care: Support general collections care by assisting with cataloguing, inventory, and special projects.

Administrative: Provide general correspondence and clerical support for Director of Collections & Exhibitions and Chief Curator.

Serve as liaison to events, communications, and other departments as needed and other duties as assigned.

Maintain prompt and reliable attendance in order to successfully perform the duties of the job.

Required Qualifications
Excellent attention to detail and accuracy.

Highly organized and able to prioritize effectively in a fast-paced environment.

Ability to work independently and as part of a team. Enjoys working collaboratively.

Exceptional communication and interpersonal skills.

Strong computer skills, with proficiency in databases (TMS), MS Office, and digital imaging software.

Bachelorís degree in art history or a related field and at least one year of related experience in a museum setting, preferably in a registration, exhibitions, or curatorial department required; masterís degree and three years of relevant experience preferred.

Interested candidates should send a cover letter and resume via e-mail to humanresources@philbrook.org.

Philbrook Purpose Statement:
Learning and Creativity We regard learning, creativity, and the investigation of ideas as a vital, life-long pursuit. We advocate for inquiry, debate, play, and experimentation in all our activities, programs, and practices.

Health and Wellbeing We believe art, culture, and nature are essential to the physical and emotional wellbeing of our community. Therefore we create and support opportunities for relaxation, inspiration, reflection, exercise, and fun.

Relevance and Social Responsibility We embrace our role as responsive civic leaders to inspire dialogue and positive change; promote broader awareness of diverse ideas, cultures, and perspectives; champion social justice; and be relevant and welcoming to all.

Sustainability and Stewardship We strive to employ sustainable practices to preserve our collection, campus, and environment for future generations. Likewise, we exercise fiscal responsibility to ensure short and long-term viability to sustain and maximize our impact in the community.

Leadership and Innovation We support and encourage a culture of experimentation, collaboration, and transparency as we shape the future of museums.