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