Registrar, Exhibitions

MUSEUM SCI SR (009722)

UCPath Position ID: 40124346

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1000796

Approved Date:

5/8/2025 6:59:01 PM

Date Last Edited:

5/8/2025 6:58:57 PM

Last Action Effective Date:

12/4/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1210O

Organization:

SCHOOL OF ARTS AND ARCHITECTURE

Division Code:

1211D

Division:

PUBLIC ARTS UNIT

Department:

047500 - HAMMER MUSEUM

Position Details

UCPath Position Number:

40124346

Position Description ID

169302

UC Payroll Title:

MUSEUM SCI SR (009722)

Business Title:

Registrar, Exhibitions

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

RX: Research Support Professionals

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40062610

Reports to Payroll Title:

REGISTRAR COLL MGR 1

UCPath Department Head Position Number:

40046322

Department Head Payroll Title:

ACADEMIC ADMINISTRATOR VII

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

009723

MUSEUM SCI

1

POSITION SUMMARY

Responsible for organization and management of all aspects of temporary and traveling exhibitions, including: compiling and managing budgets for exhibitions; packing and crating arrangements; domestic and international shipping arrangements; maintaining insurance records for loans; condition reporting; supervising installation/deinstallation and scheduling couriers.  Supervises other registrars assigned to exhibitions. Responsible for all touring exhibitions both onsite and on tour.  Ensure the accuracy of all loan paperwork, including lender correspondence, loan agreements, incoming and outgoing receipts, purchase orders and certificates of insurance.  Works with exhibition venues to coordinate shipping and installation for traveling exhibitions, and travels with exhibitions as needed.  Supervises the maintenance and use of the collections management system (TMS).  Trains staff members on use of TMS.  Trains and plans projects for student assistants and interns.

The Hammer Museum at UCLA believes diversity, equity, accessibility, and inclusion are integral to fulfilling our mission to illuminate lives and build a more just work through art and ideas. We actively seek out different perspectives to broaden and enrich our understanding of the world. We believe this inspires thoughtful and provocative exhibitions and programs that serve the vibrant and varied communities that make up the city of Los Angeles. The Hammer understands that art not only has the power to transport us through aesthetic experience but can also provide significant insight into some of the most pressing cultural, political, and social questions of our time. We share the unique and invaluable perspectives that artists have on the world around us.

EXHIBITIONS MANAGEMENT

1. Responsible for organization and management of all aspects of temporary and traveling exhibitions, including training and supervision of other registrars assigned to exhibitions.

2. Reviews and edits contracts for incoming and outgoing touring exhibitions.

3. Develops and manages exhibition shipping budgets, including reconciliation of tour budgets. Prepares annual FY budgets for exhibitions.

4. Arranges courier travel for exhibitions, in addition to Hammer registrar and preparator travel for tours.

5. Maintains cataloguing of works of art borrowed by the Museum both for temporary and traveling exhibitions. Catalogues loans using standard museum cataloguing procedures and the collections management system (TMS).

6. Supervises use of collections management system; coordinates system training; oversees and documents data content and data value standards; supervises and organizes terminology control; documents procedural standards.

7. Arranges and supervises shipments and coordinates installation of artwork borrowed by museum.

8. Ensure the quality and accuracy of all loan paperwork, including lender correspondence, loan agreements, incoming and outgoing receipts, purchase orders and certificates of insurance, including but not limited to recording temporary receipt numbers; entering loan information into the computer; and designating and documenting storage location and incoming and outgoing shipments.

9. Advises curator of status of loan processing and regularly updates loan records in database.

10. Monitors and maintains insurance records of loans, and reports insurance totals to Director, Registration and Collections Management.

11. Completes all outgoing loan paperwork, prepares invoices for outgoing loans, receipts and all insurance paperwork. Maintains log of upcoming loans.

12. In coordination with Director, Registration and Collections Management, develops shipment schedules for exhibitions and loans; develops appropriate storage space for exhibition loans; inspects storage facilities for proper environmental conditions; regularly reviews galleries and storage for signs of damage to works of art.

13. Monitors movement of temporary loans; responsible for the location, removal, handling, and replacement of works of art in galleries and storage when viewed by staff and visitors; ensures safety of works of art on temporary loan.

14. Responsible for all permanent collection exhibitions, including loans of multiple works to other institutions.

15. Trains staff in proper art handling, storage, and recording procedures; trains and supervises interns and part-time staff.

16. Prepares quarterly inventory of loans for UCLA Office of Insurance and Risk Management. Acts as courier for works of art as needed.

17.  Updates Director, Registration and Collections Management on overall progress of all exhibition registration on a weekly basis.

75%

ADMINISTRATION

1. Drafts responses to outside museums, organizations, the general public, and artists regarding exhibitions, provenance, and collection-related inquiries.

2. Composes routine correspondence and composes reports and summaries of projects.

3. Assists Director, Registration and Collections Management, director and curator in long-range planning for exhibitions.

4. Assists Director, Registration and Collections Management, curator and director in grant proposal applications and administration.

5. Monitors budgets for department and exhibitions.

6. Prepares and/or supervises the preparation of forms relating to the collection and exhibitions.

15%

Staff Supervision

1. Trains and supervises other registrars assigned to exhibitions, including budgets, schedules and overall fiscal year budgeting for exhibition registration. Directly supervises the Senior Assistant Registrar.

2. Meets weekly with registrars to discuss exhibitions.

3. Conducts performance evaluations for Senior Assistant Registrar on an annual basis, in addition to regular performance check-ins.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and/or equivalent combination of experience/training

Required

4+ years

Experience in registration and collection management. Knowledge of registrarial and collections management policies for museums according to AAM standards required. Knowledge of standard museum

Required

Detailed knowledge of collections database system (TMS) and standardmuseum cataloguing systems as applied to all stages of the cataloguingprocess.

Required

Working knowledge of the history of graphic arts and of general art history.

Required

Detailed knowledge of electronic technologies and information systems.

Required

Detailed knowledge of art and information science bibliographies; familiaritywith terminology and documentation standards.

Required

Working knowledge of legal and ethical aspects of fine arts collecting,maintaining, borrowing, and exhibiting; Knowledge of services and proceduresof fine arts shippers; Knowledge of fine arts insurance forms and services;Knowledge of conservations needs of collections of works of art on paper,sculp

Preferred

Skill in organizing work, defining tasks, setting priorities, working independentlyand following through on all projects and assignments with minimal direction.Highly organized, efficient, and attentive to detail, with excellent follow-upskills. Self-starting, resourceful, proactive, and motivated i

Required

Skill in supervising personnel including, delegating responsibility and training.

Required

Excellent interpersonal skills to interact diplomatically and effectively deal withoutside vendors, Museums, curators, artists, and a diverse student, Museumand university staff. Ability to establish and maintain cooperative workingrelationships with outside contacts, co-workers, managers, and Museu

Required

Excellent communication skills, including oral, written, editing, andproofreading. Demonstrated ability to compose routine businesscorrespondence with correct grammar, spelling, and punctuation.

Required

Proven skill and experience using a PC and Microsoft Office Suite to executedaily tasks, manage complex systems and procedures, and effectivelycommunicate with staff, including but not limited to optimizing all aspects ofMicrosoft Outlook and using Excel to manage, organize, analyze, and calculatefi

Required

Technical knowledge and experience with digital cameras and imaging software.

Required

Ability to examine works of art at close range.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Hammer Museum

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.