UCR Jobs

General Information

Job Description	REGISTRAR COLLECTION SUPV 1	Working Title	Collections Manager/Chief Registrar
Job Code	006152	Grade	21
Department Name	UCR ARTS - D01295	Department Head	Trudy Cohen
Supervisor	Trudy Cohen	Effective Date	05/11/2023

Position(s) Directly Supervised

Job Code	Title	FTE
CWR020	Student Volunteer	2.0
004922	STDT 1	2.0
009723	MUSEUM SCI	1.0

Generic Scope

Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental standards and procedures.

Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental standards and procedures.

Custom Scope

Supervises students and/or volunteers who are supporting the care and/or documentation of the museum's collection. Establishes priorities for the students/volunteers, oversees their work, and provides direction, guidance, and quality control. Responsible for the day-to-day operations of the unit. Work is performed independently within a framework of established guidelines. May personally perform independent professional registrar and/or collection management work.

Supervises students and/or volunteers who are supporting the care and/or documentation of the museum's collection. Establishes priorities for the students/volunteers, oversees their work, and provides direction, guidance, and quality control. Responsible for the day-to-day operations of the unit. Work is performed independently within a framework of established guidelines. May personally perform independent professional registrar and/or collection management work.

Department Custom Scope

The Collections Manager/Chief Registrar works closely with the Executive Director of UCR ARTS, curators, and museum staff, as well as maintains external relationships with faculty, students, researchers, and donors. This multifaceted position is responsible for the planning and the day-to-day operation, management, and care of UCR ARTS' collections and related registration and exhibition activities. The collections at UCR ARTS includes approximately 2000 art objects in the university's art collection (billed as the Sweeney Art Gallery collection), and is chiefly the holdings of the California Museum of Photography, an estimated 500,000 photographs and photographic artifacts and apparatus. The CMP's collection serves to promote understanding of photography and visual media by providing access and context to one of the largest and most comprehensive photographic resources in the United States. These collections include the Bingham Technology Collection, the Keystone-Mast Collection, a fine art photography collection, archival holdings, and the museum's library. The camera collection consists of over 10,000 items, the second largest camera collection in the US, and the Keystone-Mast Collection which is the world's largest collection of stereoscopic materials, including annotated contact prints and original glass negatives. Collections projects have regularly been funded by NEA, NEH, corporations, and foundations. The Collections Manager/Registrar directs the management of the permanent collection, manages all art storage functions at UCR ARTS, establishes and implements policies and procedures for collections, oversees the preparation and monitoring of collections budgets, and supervises, implements, and provides the design and development of specialized projects employing cataloging and imaging. The Collections Manager/Registrar will also maintain UCR ARTS disaster recovery plan to help ensure the stability of the collection in the case of water, fire, or seismic events. Working with museum and university staff, the Collections Manager/Registrar seeks out and writes applications for outside funds, grants, and foundation support. The Collections Manager/Registrar is a member of the UCR ARTS curatorial workgroup that determines all museum exhibition programming.

The Collections Manager/Chief Registrar works closely with the Executive Director of UCR ARTS, curators, and museum staff, as well as maintains external relationships with faculty, students, researchers, and donors. This multifaceted position is responsible for the planning and the day-to-day operation, management, and care of UCR ARTS' collections and related registration and exhibition activities. The collections at UCR ARTS includes approximately 2000 art objects in the university's art collection (billed as the Sweeney Art Gallery collection), and is chiefly the holdings of the California Museum of Photography, an estimated 500,000 photographs and photographic artifacts and apparatus. The CMP's collection serves to promote understanding of photography and visual media by providing access and context to one of the largest and most comprehensive photographic resources in the United States. These collections include the Bingham Technology Collection, the Keystone-Mast Collection, a fine art photography collection, archival holdings, and the museum's library. The camera collection consists of over 10,000 items, the second largest camera collection in the US, and the Keystone-Mast Collection which is the world's largest collection of stereoscopic materials, including annotated contact prints and original glass negatives. Collections projects have regularly been funded by NEA, NEH, corporations, and foundations. The Collections Manager/Registrar directs the management of the permanent collection, manages all art storage functions at UCR ARTS, establishes and implements policies and procedures for collections, oversees the preparation and monitoring of collections budgets, and supervises, implements, and provides the design and development of specialized projects employing cataloging and imaging. The Collections Manager/Registrar will also maintain UCR ARTS disaster recovery plan to help ensure the stability of the collection in the case of water, fire, or seismic events. Working with museum and university staff, the Collections Manager/Registrar seeks out and writes applications for outside funds, grants, and foundation support. The Collections Manager/Registrar is a member of the UCR ARTS curatorial workgroup that determines all museum exhibition programming.

Education & Experience Requirements

Education Requirements

Degree	Requirement
Bachelor's degree in related area and/or equivalent experience/training.	Required
Master's degree in museum studies, history of art, or photography or a master's degree in information management, or business administration with a specialty in arts collection administration.	Preferred

Experience Requirements

Experience	Requirement
4 - 7 years of related experience.	Required
Experience with fine art insurance.	Required
5 years of experience as a Collections Manager or Registrar in a museum with an active collection and exhibitions program. Demonstrated experience working with students/researchers.	Preferred
5 years experience in a management role developing and administering both departmental and project budgets.	Preferred
Previous supervisory/managerial experience.	Preferred

License Requirements

Certification Requirements

Certification	Requirement

Educational Condition Requirements

Condition	Requirement

Key Responsibilities

Description	% Time
Establishes or maintains records. Maintains insurance records for all objects owned by the museum or on extended loan. Maintains condition reports of collections objects; maintains objects temporarily utilized by staff and visitors; maintains objects in predetermined locations in storage; maintains a regular schedule of backing up the collections database, digitized files, and records; maintains collection records; maintains gift records, collections outgoing loan records, and correspondence.	25
Performs professional level collection management or registration work. Manages the long-term development of the collections through written policies. Designs and develops cataloging and collections access-oriented projects, which are carried out by both the Collections Manager/Chief Registrar and by students, interns, and other grant-supported project personnel. Enforces all institutional policies to ensure that the museum's standards and best practices are followed.	20
Digital Production of Images - Manages and implements the digital production of images from the collection, working with established standards for image production quality, cataloging and information systems. Determines priorities for digitization, including planning and budgeting for any object photography that cannot be completed by UCR ARTS staff. Responsible for the digitization of images from the collection for use in the museum's online archive to enable direct public access to the collection and for the digital production of images for the museums e-commerce website. Coordinates printing services (to be handled in general by an outside vendor), use of negatives and prints, licensing of objects, and delivery of files to clients for licensing and reproduction requests.	15
Development and Fundraising- Works with museum staff members in the areas of fundraising and development to identify and develop potential funding sources. Identifies and initiates grant proposals to government and private agencies to support collections cataloging and publication of descriptive and/or interpretative materials.	10
Selects, trains, oversees, and evaluates the work of operational staff, volunteers, and/or students providing straightforward, non-complex care and/or documentation of part of the museum's collection. Management of Exhibitions Registrar, student workers and volunteers. Hires and supervises student assistants, interns, and volunteers within collections.	5
Oversees collection management activities such as storage, preservation, cataloging, measuring, and caring for objects in the collection. Provides all registration for permanent collection material, including ongoing cataloging and condition reporting of collections objects. In coordination with Curatorial Committee, review request for loans from the collection. Ensure the accuracy, maintenance, and consistency of registration records and documentation on each object in the collections database, including art newly acquired. Works in close collaboration with the appropriate museum staff and outside scholars and students to advance documentation and research in the permanent collection.	5
Recommends changes to unit policies, processes, and procedures. Implements and maintains policies and procedures for collections. This includes policies and procedures relating to new acquisitions, incoming and outgoing loans, long-term loans, storage, shipping, packaging, risk management, access to collections materials, collections exhibition design, technical production, digitization/licensing services, and the collections database.	5
Collections Utilization - Establishes and maintains ongoing relations with a variety of scholars, publishers, production companies, and editors. Develops and implements plans to utilize the commercial and educational potential of the collections in academic and commercial publications, films, television, and other formats.	5
Study Center - Assists staff and visitors while they are in the act of on-site research; assist in long-distance research for clients located off site.	5
Emergency Preparedness - Working with the University Risk Manager, manages the fine art insurance program for the permanent collection. Working with the University's Environmental Health & Safety staff, and University Police, Fire and Physical Plant as well as outside consultants, maintains, improves and trains staff on UCR ARTS disaster recovery plan to help ensure the stability of the collection in the case of water, fire, or seismic events.	5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability	Requirement
Knowledge of the principles of conservation, security, and environmental controls.	Required
Knowledge of standard collection and/or registration practices.	Required
Supervisory and leadership abilities.	Required
Problem-solving and analytical skills.	Required
Knowledge of information management systems.	Required
Knowledge of collection-specific handling needs, storage standards, and requirements.	Required
High level analytical problem-solving skills. Strong written, mathematical, and oral communication skills.	Required
Extensive knowledge of photographic prints, processes, apparatus, and history.	Required
Extensive knowledge of collection management systems and procedures.	Required
Proven record as an outstanding manager who has the ability to train, direct and motivate students and staff. Ability to achieve cross-functional teamwork and a desire to function in a team environment. Flexibility in meeting shifting demands and priorities. Ability to work simultaneously on multiple projects in a highly demanding and fast paced work environment	Preferred
Ability to achieve and sustain Collections best practices.	Preferred

Special Requirements & Conditions

Special Condition	Requirement

Other Special Requirements & Conditions

Level of Supervision Received

Direction

Direction

Environment

Working Environment

Museum located in downtown Riverside on pedestrian walking mall.

Museum located in downtown Riverside on pedestrian walking mall.

Other Requirements

Items Used

Standard Office Equipment

Standard Office Equipment

Physical Requirements

Bend : Occasionally Sit : Frequently Squat : Occasionally Stand : Frequently Crawl : Occasionally Walk : Frequently Climb : Occasionally

Bend : Occasionally
Sit : Frequently
Squat : Occasionally
Stand : Frequently
Crawl : Occasionally
Walk : Frequently
Climb : Occasionally

Mental Requirements

Read/Comprehend : Constantly Write : Constantly Perform Calculations : Frequently Communicate Orally : Frequently Reason & Analyze : Constantly

Read/Comprehend : Constantly
Write : Constantly
Perform Calculations : Frequently
Communicate Orally : Frequently
Reason & Analyze : Constantly

Environmental Requirements

Is exposed to excessive noise : No Is around moving machinery : Yes Is exposed to marked changes in temperature and/or humidity : No Drives motorized equipment : No Works in confined quarters : No Dust : Yes Fumes : Yes

Is exposed to excessive noise : No
Is around moving machinery : Yes
Is exposed to marked changes in temperature and/or humidity : No
Drives motorized equipment : No
Works in confined quarters : No
Dust : Yes
Fumes : Yes

Critical Position

Is Critical Position: Yes

Is Critical Position: Yes

HR Employment