Description
Job Title: Associate Registrar
Location: Paris Gibson Square Museum of Art, Great Falls, Montana
Reports to: Chief Curator/ Director of Curatorial Affairs
Schedule: Full time, salaried exempt
Pay Range: $46,550–$51,000 annually, based on experience
Position Overview:
The Associate Registrar plays a central role in advancing registration methods, policies, procedures, and data management practices for the museum’s collections and exhibition programs, in alignment with institutional strategic priorities.
This position is responsible for planning, managing, documenting, and maintaining accurate data for registration activities across a range of projects, including:
- Accessions and Deaccessions
- Collections care
- Jean Price Library and Curatorial Library
- Incoming and outgoing loans
- Exhibition rotations and temporary exhibitions
The Associate Registrar leads assigned projects and applies expertise across a wide range of modern and contemporary artworks and exhibition complexities.
This role offers an opportunity to develop leadership skills while contributing to the museum’s dynamic collecting, loan, and exhibition programs.
Reporting & Collaboration
The Associate Registrar reports to and is overseen by the Chief Curator and Director of Curatorial Affairs.
In this role, the Associate Registrar:
Manages registration efforts for assigned projects
Collaborates across departments, including Curatorial, Facilities, and Operations.
Supports integrated collections stewardship, research, and public programming
Represents the museum externally to artists, studios, fabricators, estates, donors. vendors, galleries, and peer institutions
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Key Responsibilities
1. Team Participation & Culture
Contribute to an inclusive, collaborative, and inspiring workplace
Foster a culture of safety, equity, and belonging
Model empathy, flexibility, and respectful communication
Support cross-departmental collaboration and knowledge sharing
Engage in professional development to stay current with industry practices
Support the museum’s goal of creating engaging, visitor-centered programming
2. Accessions & Deaccessions
Oversee acquisition and deaccession processes
Coordinate packing, shipping, handling, and storage of artworks
Liaise with lenders, donors, vendors, and shippers
Conduct condition reporting and documentation
Coordinate framing, matting, conservation treatments, and storage
Facilitate return of non-accessioned works
Manage accession numbering, provenance records, and associated data
Participate in drafting and reviewing purchase and legal agreements
Ensure compliance with all contractual terms
3. Loans, Rotations & Exhibitions
Review, negotiate, and manage loan agreements
Ensure compliance with loan terms and insurance requirements
Coordinate packing, shipping, installation, and deinstallation
Conduct condition reporting and monitor artwork condition
Perform regular gallery checks to identify and mitigate risks
Coordinate with internal teams and external partners
Work collaboratively with the museum Preparator on all projects related to installation, deinstallation, crating, packing, and shipping
Arrange return of borrowed works
4. Program Partnerships
Maintain safe conditions for works in storage
Coordinate artwork treatments, housing, and storage projects
Work with Conservation consultants to develop workflows for media-, web-, and software-based artworks
Coordinate artwork photography with relevant teams
Conduct and reconcile regular inventories and audits
5. Data, Cataloging & Records Management
Oversee the accuracy, completeness, and integrity of collections and registration data across museum systems
Maintain and update records for accessions, deaccessions, loans, library, and exhibitions
Manage digital assets and documentation, ensuring proper organization and accessibility
Establish and uphold data standards, naming conventions, and documentation protocols
Generate reports to support collections management, exhibitions, insurance, and institutional planning
Support data audits, migrations, and ongoing system improvements
6. Administration & Leadership
Monitor budgets, process invoices, and track registration-related expenses
Maintain and coordinate insurance documentation and requirements
Identify and mitigate risks to artworks and institutional relationships
Set and uphold professional and operational standards
Comply with museum standards as set forth by the American Alliance of Museums (AAM)
Mentor and support Curatorial Assistants and support staff
Delegate tasks and oversee workflow coordination
Promote collaborative, cross-functional teamwork
Perform additional duties as required
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Qualifications & Skills
Education & Experience
Bachelor’s degree in Art History, Museum Studies, Collections Management, or related field
Minimum of 2-4 years of registration experience in a museum or similar institution preferred
Experience with museum art collections and exhibitions desired
Technical Expertise
Knowledge of current registration practices for modern and contemporary art
Experience with packing and shipping artworks (domestic and international)
Familiarity with museum legal and ethical standards
Understanding of conservation principles and terminology
Strong experience with collections and data management practices
Proficiency with:
• Collections management systems such as CatalogIt, PastPerfect, etc.
• Digital asset management systems
• Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
Core Competencies
Strong organizational and project management skills
Ability to manage multiple priorities and meet deadlines
Excellent communication skills (written, verbal, and virtual/email)
Critical thinking and sound judgment
Attention to detail and data accuracy
Ability to work independently and collaboratively
Strong interpersonal skills and professional presence
Creative problem-solving and adaptability
Additional Attributes
- Working knowledge of 20th-century art history
- Commitment to diversity, equity, inclusion, accessibility, and sustainability
- Ability to represent the museum effectively to a wide range of stakeholders
Requirements
Please send your letter of interest, CV, and 3 references to Nicole Evans, Chief Curator/ Director of Curatorial Affairs at nicole@the-square.org by July 20, 2026.
Working Conditions
- Extended periods of computer use
- Visual inspection of artworks required
- Ability to lift up to 20 lbs
- May require extended work hours beyond 40 hours per week
- Participation in and attendance at museum-related events and fundraisers may be required