Exhibit and Digital Collections Registrar

California Academy of Sciences

POSITION SUMMARY: 
Reporting to the Senior Registrar/ Exhibit Collection Manager, the Exhibit and Digital Collections Registrar plans for and manages physical and digital collections on permanent and temporary exhibitions. The Exhibit and Digital Collections Registrar is responsible for registration, collections management and information management of collections in compliance with the Academy’s collections policy and relevant legal and ethical standards. This position manages and administers a digital collection management system used by the Exhibits Department.

The Exhibits Department is currently undertaking a process of strategic improvements. This is a great opportunity for a candidate interested in updating exhibit development processes and shaping team culture. This is a full-time benefits eligible position.

The California Academy of Sciences welcomes people of all backgrounds, identities and beliefs to join us in achieving our mission to explore, explain and sustain life on Earth. We place diversity, equity and inclusion at the heart of our recruiting efforts and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.

ESSENTIAL DUTIES AND FUNCTIONS: 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions.

Registration & Collections Management (75%)

• Serve as the lead exhibit registrar on assigned exhibit projects.
• Create and maintain collections records to ensure exhibit teams have up-to-date information to complete their workflows. Create accurate and timely records in Exhibits collections management databases including Smartsheet and FileMaker Pro.
• Implement and improve environmental and exhibit monitoring program for collections on exhibition.
• Plan for and manage acquisitions, transfers, loans and exhibition registration of physical and digital collections on assigned exhibit projects.
• Determine and complete exhibit registration agreements, forms, and procedures.
• Implement appropriate collections management practices for object care and handling, cataloging, marking, inventory, object movement and transport, storage, packing, and condition reporting.
• Serve as the collections lead and advocate on cross-functional teams, effectively making collection-related recommendations for action and negotiating solutions to meet the needs of collections and exhibit teams.
• Cultivate collaborative relationships with collections peers (internal and external lenders) to facilitate object selection, loans and ongoing collections care.
• Plan for insurance, integrated pest management and security required for risk management of collections, coordinating with Senior Registrar, controller, security, and building operations staff as appropriate.
• Collaborate, communicate progress and coordinate work with cross-functional teams including exhibit developers, exhibit designers, exhibit graphic designers, collection managers, preparators and project managers.
• Plan work to follow project management schedules and keep registration deliverables on track.
• Complete AAM’s General Facility Report (GFR) to supply to lenders as part of negotiating incoming loans.

Information Management (20%)

• Manage and improve digital collections management, including the implementation, maintenance and administration of a digital collection management system. Promotes use and access of the system by cross-functional exhibit teams.
• Implement, improve and adapt collections management policies and procedures in accordance with best practices in the museum field, Academy policies, and the needs and conditions of the Academy’s facility and specific projects.
• Archive digital and manual records for exhibitions.
• Research reference requests about exhibit archive for internal and external clients.

Administration (5%)

• Keep abreast of developments in the fields of museum registration and exhibition development, and actively engage in or contribute to professional training opportunities.
• Supervise and train registration interns and/or volunteers in coordination with Senior Registrar. Hire and supervise as-needed contractors providing art handling, preservation and transportation services.
• Participate on collection and exhibit committees as requested.
• Follow all Academy safety regulations.
• Other related duties as assigned.

MINIMUM QUALIFICATIONS: 
The preferred qualifications listed below are representative of the knowledge, skill, and/or ability required or preferred. 

EDUCATION and/or EXPERIENCE: 
A qualified candidate will possess a combination of the following education and/or equivalent experience:

• BA/BS is required, preferably in natural science, anthropology, museum studies, or related field. A master’s degree is preferred.
• A minimum of 5 years of experience with museum registration.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of museum registration standards and best practices in the care, handling, and display of anthropology, fine art, and natural history museum collections.
• Knowledge and skill in museum exhibition methodology.
• Demonstrated ability with collections management database systems, including FileMaker Pro.
• Demonstrated ability to advocate for collections in the face of challenges that can arise during the exhibit development process.
• Excellent interpersonal skills that promote a trusting rapport with collection peers and effective collaborations with cross-functional teams from different backgrounds, identities and experiences.
• Excellent organizational skills and ability to prioritize, meet deadlines, and handle different projects simultaneously in a fast-paced, deadline driven work culture.
• Fluency with a range of computer software, including: Microsoft Office (Word, Excel, Powerpoint); Smartsheet; Google Apps; other online, cloud-based project management and collaboration tools.
• Demonstrated ability to be flexible in the face of changing priorities and needs.

LANGUAGE SKILLS:  
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups or individuals. Bilingual (spoken and/or written) in Spanish, Cantonese, Mandarin, or other non-English language preferred but not necessary.

PHYSICAL DEMANDS & WORK ENVIRONMENT:  
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, walk, and reach with hands and arms, and talk or hear. Must be able to use computer and look at a computer monitor for long intervals of time. Must be able to lift 25 lbs.  Must be able to perform repetitive motions 75% of the time.

In the Exhibits Department of any natural history museum, an employee may be working with or exposed to biological and anthropological collections. In the past these historical collections were often treated with various chemicals to preserve them, to retard the growth of fungal infections, or to prevent pest infestations. Although these methods are no longer in use, many of the collections remain permanently contaminated with residues of these chemicals. While safety measures are in place to minimize the risk to employees, the applicant for this position should be aware of this potential hazard. An employee in the Exhibits Department may be exposed to chemicals including arsenic, ethanol, formalin, naphthalene and paradichlorobenzene.

APPLICATION INSTRUCTIONS:  
Please submit your cover letter and resume online at https://calacademy.snaphire.com Note that the recruitment timeline for positions vary and depend on many factors, so it is impossible to accurately predict when a position will close. We appreciate your patience during this process. No phone calls please.

The California Academy of Sciences will consider for employment qualified applicants with arrest and conviction records pursuant to the San Francisco Fair Chance Ordinance. For more information visit: https://sfgov.org/olse/fair-chance-ordinance-fco.

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, national origin or ancestry, physical, mental or medical disability, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

The California Academy of Sciences is a non-smoking facility. There is also no smoking in Golden Gate Park.

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