Exhibit Registrar

California Academy of Sciences
San Francisco, California
Jul 18, 2021
Jul 31, 2021
Position Type
Full Time
Organization Type
We hope you are inspired by what we do and are excited to contribute to our mission. The Academy is looking for candidates who do great work, and we know they may come from a number of different backgrounds and experiences. We encourage you to apply even if you do not believe you meet every ­one of the qualifications for the position.

We are seeking an experienced Exhibit Registrar to plan for and manage physical and digital collections, exhibitry, and exhibit assets for permanent and temporary exhibitions. The Exhibit 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. In collaboration with other Exhibit Registrars, this position manages and administers the Exhibit Studio's digital collection management system. This position reports to the Interim Director of Exhibits.

Come join a team dedicated to the Academy's mission, vision and values!

We are committed to ensuring diversity, equity, accessibility, and inclusion are intrinsic to Academy culture and operations, from recruitment and retention to science and advocacy. Explore Our Commitment to Racial Equity to learn about our intentional engagement of traditionally excluded groups in an effort to spark interest in or foster pathways to scientific careers.

Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions.

Registration & Collections Management
Serve as the primary exhibit registrar on assigned exhibit, maintenance, and registration 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.
  • Improve and implement 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.
  • Develop and complete exhibit registration schedules, agreements, forms, checklists, policies 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 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.
  • Contribute to 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
  • 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. In consultation with the project managers, drive the processes for updating and improving the shared digital archive files (Box, server, Google Drive, etc.)
  • Research reference requests about exhibit archives for internal and external clients.

  • Manage and coordinate shipping logistics for exhibitions and departmental needs. Hire, schedule, and supervise as-needed contractors providing art handling, preservation, transportation, and installation services.
  • Responsible for the exhibit asset inventory, tracking, and monitoring.
  • Serve as courier for fragile and/or high value loans or arrange logistics for loan couriers, when necessary.

  • 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 Exhibit Project manager.
  • Participate on collection and exhibit committees as requested.
  • Follow all Academy safety regulations.
  • Other related duties as assigned.
  • Follow all Academy safety regulations
  • Other duties as assigned

We're looking for candidates who have a combination of the following education and/or equivalent experience.
  • BA/BS is required, preferably in natural science, anthropology, museum studies, art, or related fields.
  • At least 5+ years of experience with museum registration.

  • Knowledge of museum registration standards and best practices in the care, handling, and display of anthropology, fine art, and natural history museum collections.
  • Experience with collections management database systems, including FileMaker Pro.
  • Ability to advocate for collections in the face of challenges that can arise during the exhibit development process.
  • Experience effective collaborations with cross-functional teams from different backgrounds, identities and experiences.
  • Proven 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; Asana; other online, cloud-based project management and collaboration tools.
  • Ability to be flexible in the face of changing priorities and needs.
  • 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.
  • Demonstrated commitment to equity and inclusion.
  • Ability to work within, and maintain the Academy's Core Values.

While performing the duties of this job, the employee is frequently required to stand, sit, walk, and reach with hands and arms, and communicate. Must be able to use a computer for long intervals of time. Must be able to lift 25 lbs. Must be able to perform repetitive motions 75% of the time.

APPLICATION DEADLINE: The deadline to apply is July 30, 2021. The expected start date is September 2021.

Please upload a cover letter and resume and complete the brief online application. Applications will be reviewed on a rolling basis until the position is filled.

The California Academy of Sciences will give full consideration for employment to all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

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, place of birth, national origin or ancestry, physical, mental or medical disability, height or weight, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

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