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Associate Registrar — Job 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.

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.

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

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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

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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

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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

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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

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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:

o Collections management systems such as CatalogIt, PastPerfect, etc.

o Digital asset management systems

o 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

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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

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Compensation & Benefits

• Salary range: $46,550–$51,000 annually, based on experience

• Position located at Paris Gibson Square Museum of Art, Great Falls, Montana

• While the position generally follows regular business hours, evening and weekend work will be required to support exhibition schedules, programs, and special events

• Health Benefits

• Generous paid time off and sick leave

• Flexible work arrangements, including remote work with approval

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Equal Opportunity & Inclusion

Not sure you meet all the qualifications? Let us decide. Research shows that women and members of underrepresented groups are less likely to apply unless they meet every requirement—yet they are often highly qualified. We strongly encourage you to apply.

We are an equal opportunity employer. Paris Gibson Square Museum of Art is committed to fostering a workplace that advances diversity, equity, inclusion, accessibility, and a strong sense of belonging.

Please send your letter of interest, CV, and 3 references to nicole@the-square.org by July 26, 2026.