Department

AI Collections, Exhibitions, and Publications

About the Department

As the fine arts museum of the University of Chicago, the Smart Museum of Art is a site for rigorous inquiry and exchange that encourages the examination of complex issues through the lens of art objects and artistic practice. Through strong scholarly and community collaborations and a welcoming approach to its exhibitions, collections, publications, research and teaching, and public programs, the Smart plays a dynamic role in expanding artistic canons, rethinking received histories, introducing new perspectives, and engaging diverse communities—locally, nationally, and internationally. The Smart will celebrate its 50th anniversary in 2024.

Job Summary

The Registrar of Exhibitions and Collections reports to the Deputy Director and directly manages the Assistant Registrar, Chief Preparator, registration and exhibition interns, and temporary exhibition and collections staff; and provides shared supervision of the Smart’s Art in Public Spaces staff. This role oversees all aspects of the management of the Smart Museum collection and loans made to it, from their public facing use in loans, exhibitions, and classes, to their behind-the-scenes care in transit, conservation, and storage. This position also manages the exhibition calendar and ensures the planning and coordination of work required to meet deadlines and budgets. This is a full time, on-site, benefits eligible role.

Responsibilities

Hires, trains, supervises, and evaluates collections and exhibitions staff including Chief Preparator, temporary preparators, interns, and/or other staff assigned to the department. Shares in the supervision of Art in Public Spaces staff, who have a dotted line reporting to this role. Performs regular check-ins and University performance reviews.  Supervises Assistant Registrar to oversee all registration aspects of the permanent collection and acquisitions program including conservation, storage, inventories, accessions and deaccessions, and loans of the permanent collection.  Supervises activities performed by direct reports including those related to exhibitions, collections use, incoming and outgoing loans, the museum's collections management database, gallery and object photography, rights and reproduction requests.  Directs staff and University facilities in the management and tracking of temperature, humidity, and other conditions for exhibition galleries, study rooms, and art storage.  Manages Assistant Registrar to assign and apply accession numbers to newly acquired artworks, arrange photography of collection and manage photography files, manage all object files, oversee rights and reproduction. Arranges packing and shipping art, including gifts and purchases. Produces incoming receipts and condition reports.  Oversees the proper management of TMS collections database and eMuseum by the Assistant Registrar. With support of Assistant Registrar, updates and maintains related records in the TMS database and related hardcopy files.  Manages vendors relationships and payments. Manages the permanent collection and storage budget in collaboration with the Deputy Director. Manages on- and off-site art storage areas to ensure they are meeting best practices.  Manages, conceives, proposes, and implements special projects related to collections management processes and facilities as needed.  Establishes collections management priorities in consultation with the registration team, including establishing and maintaining best practices for collections management processes; general oversight of conservation and inventories; and maintaining art storage and preparation areas.  Designs and implements project plans that ensure high-quality management of ongoing workload as well as new initiatives.  Maintains the Smart’s Collections Management Policy and Emergency Preparedness Plan. Communicates and enforces these policies and best practices at the Smart and with all staff.  Serves as liaison to Risk Management and maintains the Museum’s art insurance policies and paperwork.  Oversees registration activities related to exhibitions, and incoming and outgoing loans.  Plans and co-leads exhibition project meetings with curator to ensure effective cross-departmental collaboration.  Develops exhibition production, installation, deinstallation timelines in partnership with colleagues across the Museum, and manages exhibition calendar in close collaboration with deputy director.  Plans and executes packing, shipping and insurance arrangements for exhibition loans. Coordinates and supervises the unpacking, installation/de-installation, condition reporting and re-packing of artworks for exhibitions. Compiles packing, shipping, conservation and other related estimates. Works closely with deputy director to manage budgets for exhibitions. Makes payments; tracks budget; coordinates with vendors.  Arranges documentation and archiving of all museum exhibitions. Supervises employees directly including selection, training, performance appraisal and work allocation.Controls all aspects of the care, management, and operations of the museum, including the development of policies and procedures for preservation and conservation, documentation, exhibition, accessibility, interpretation, and enrichment of permanent collections.Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

Master’s degree and/or museum studies degree/certificate.

Experience:

Previous work experience in a museum registration and/or collections management office. Management experience. Working knowledge of museum standards regarding the care and handling of art and knowledge of legal and ethical issues surrounding a museum art collection. Domestic and international exhibitions, loan management, and shipping experience including acting as a courier with artwork.  

Technical Skills or Knowledge: 

Strong computer skills and previous work with relational databases to manage loans and exhibitions, including experience using The Museum System (TMS) database and/or related Gallery Systems products.   

Preferred Competencies  

Meticulous work habits and attention to detail; consistency in procedures and quality of effort in all areas of work. Excellent organizational, interpersonal, and communication skills. Demonstrated ability to prioritize tasks and to meet competing deadlines in a fast-paced, deadline-driven environment. Represent the museum in a professional manner to donors, lenders, professional colleagues, and all University constituencies.   

Application Documents  

Resume/CV (required)  Cover Letter (preferred) 

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Museum & Arts

Role Impact

People Manager

Scheduled Weekly Hours

37.5

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$70,000.00 - $85,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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