Assistant Registrar

Assistant Registrar, Fixed-Term, Cantor Arts Center Arts, Stanford, California, United States Museum Apr 28, 2025 Post Date 106374 Requisition University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives. We believe Stanford's future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community.

Serving the Stanford University campus, the Bay Area community, and visitors from around the world, the Cantor Arts Center provides an outstanding cultural experience for visitors of all ages and a growing online audience of scholars. The Cantor's encyclopedic collection spans 5,000 years and includes more than 40,000 works of art from around the globe. An established resource for teaching and research on campus, the Cantor offers free admission and programs year-round. It is consistently one of the most visited university museums in the U.S. It is an exciting time to join the expanding team at the Cantor Arts Center. Join us as we build capacity to achieve the museum's goals within an equitable, collaborative, and creative work environment.

The Assistant Registrar, Fixed-Term, will be instrumental in the smooth operation of the museum's exhibitions and the responsible management of its collections. Reporting to the Associate Registrar, Exhibitions and Loans, and working collaboratively with the museum's conservator and Collections and Curatorial departments, this position will organize, manage, and perform a wide spectrum of professional registration duties that directly contribute to the museum's mission and impact.

In this role, you will:

Exhibitions:

Perform data entry in collection information system for loans and exhibitions, including creating object, creator, agent, exhibition and loan records
Assign loan numbers and maintain incoming loan number logLink images to object recordsPrepare loan forms and incoming and outgoing receipts
Assist with incoming and outgoing shipmentsCreate exhibition condition report binders, crate numbers and logsAssist with incoming and outgoing condition reports for loans and exhibitionsReview exhibition label tombstones for loans and works in the permanent collection
Communicate inconsistencies to the curatorial team and make any necessary edits in the collections information system.
Perform gallery check upon completion of exhibition installation
Ensure consistency between wall labels and the collections information system, communicate inconsistencies to curatorial team, and make any necessary edits in the collection information system
Coordinate gallery installation photography with contract photographers to document exhibitions; resize images and copy to server locations; provide to Marketing and Communications and cognizant partiesGenerate and provide final installation checklists to Marketing and Communications and other stakeholders staffGenerate and provide final lender/donor installation checklists to Development and Membership and other stakeholdersMaintain and organize loans and exhibition archives, digital and hard copyWork with Curatorial to document extended label text from exhibitions in the collection information system and object files

Collections:

Copyright
Assist with providing images to external image requests and document these requests in the database.Support the Associate Registrar with researching copyright holders for new works in the collection. Add this documentation to the collections information systemAnswer copyright process questions for museum staff
Support class and researcher requests to view collection and object filesBe one of a team of four staff who perform gallery walkthroughs and document tasks for conservation and preparator teamAssist as needed with the processing of incoming new acquisitionsAssist with data entry into the collection information system of location changes for works loaned to the museum and collection objects, as well as data related to the conservation of Cantor's permanent collection and outdoor sculptureAssist with periodic inventories of the collection, reconciling works found in collection with no accession number and updating object records and database

Please note that this position will be based on the Stanford campus and will be considered a hybrid role with 3 or more days/week on campus. This position may need to work extended or non-standard hours, weekends and holidays based on business needs. The position is a 3 year fixed-term full-time position.

In order to be successful, you will bring:

Bachelor's degree and two years of related experience or a combination of education and relevant experience. Bachelor of Arts degree - majoring in Museum Studies, Art History, Arts Administration, Studio Art or a related field or equivalent professional experience preferredDemonstrated commitment to fostering and supporting an inclusive environment.A minimum of two years of relevant professional experience in a museum setting within a collections department or a similar work environment.Demonstrated knowledge of professional museum practices including registration methods, safe object handling and art preservation, packing and shipping, insurance, storage of art, security measures, and object numbering techniquesKnowledge of and demonstrated skill using collection management databases, Microsoft Word and Excel, Adobe Photoshop; experience working with EmbARK Collections Manager, TMS strongly desiredExperience working on museum exhibitionsDemonstrated knowledge of museum copyright practices. Experience with Open Access strongly desiredMust have excellent interpersonal, organizational and communication skillsAbility and willingness to maintain a high level of accuracy and attention to detail is essential, as is the ability to work well under pressure with a wide variety of museum professionals, vendors, students, docents, and others

Don't meet every single requirement? At the Cantor Arts Center and Vice Presidency for the Arts, we are dedicated to building an inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyways. Let us know in your cover letter how your experience makes you a good fit for us. You may be just the right candidate for this or other roles.

The expected pay range for this position is $31.09 - $36.06 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Application Details:
For priority consideration, applications should be submitted before May 9, 2025. The start date for this role is anticipated for August 4, 2025.

Submit your application materials through Stanford Careers. Applications should include:

Cover LetterResume

Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.A caring culture. We provide superb retirement plans, generous time-off, and family care resources.A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.Discovery and fun. Stroll through historic sculptures, trails, and museums.Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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