Job Description

The Kalamazoo Institute of Arts is seeking a full-time Registrar to oversee all aspects of the permanent collection (4,700 objects) including accessioning and documenting, maintaining electronic and physical records, inventory, storage, monitoring condition of objects, and safeguarding objects from damage, either physical or environmental.  The Registrar also oversees loans for temporary exhibitions and collection loans, including shipping and packing, condition reporting, and inventory control. Participates in art handling and, particularly the movement of objects throughout the building, working alongside curators and preparators to ensure best practices are maintained throughout all aspects of installation and deinstallation processes.

Who We Are

The Kalamazoo Institute of Arts (KIA), is located in the heart of downtown Kalamazoo, Michigan.  The mission of the KIA is to promote and cultivate the creation and appreciation of the visual arts in West Michigan. We believe the arts are for everyone; they inspire, fulfill, and transform.

As the largest fine art museum and community based art school in the region, the KIA provides access to art and art making experiences not otherwise available. The KIA holds more than 5,000 fine artworks in its permanent collection; presents touring and collection exhibitions in 10 galleries; offers four terms of art classes at the Kirk Newman Art School across various disciplines; and houses the KIA Gallery Shop, featuring artwork by local artists and international artisans; as well as an Art Library. Our exhibitions and programs are designed to appeal to diverse, intergenerational audiences through broad representation, engaging content, and strong partner collaborations.

This year, the KIA will continue its Centennial celebration with our Centennial Remix in April and various special exhibitions, events, and programs to commemorate its 100th anniversary.

What You’ll Do 

Reporting directly to the Director of Curatorial Affairs, the Registrar, who is preferably based in Kalamazoo County, will perform the following duties:

Information Management 

Create, compile, maintain and update as necessary legal documents, histories of use and physical histories of permanent collection objects, including legal forms, permanent collection database and object files, loan, conservation, condition, publication, exhibition, insurance and location records.

Conduct other research on permanent collection objects as necessary, including copyright research and securing permissions for image use. Manage rights and reproduction requests for KIA objects.

Maintain the collection database (using The Museum System—TMS), including system specifications and software choices, data standards, data input, reports and forms. Develops and implements routine inventories of the collection (physically and digitally).

Disseminate information as needed to other departments, researchers, and students. Uploads the collection and its associated images into eMuseum. Update collection pages of the website.

Serve as KIA collection research liaison—organizes collection object files, incorporates new archival material, responds to information requests (both internal and external).

In consultation with the Director of Curatorial Affairs, accepts and processes donations of temporary objects. Manages the objects’ disposition (i.e., disposal, sale, or accession).

Prepares monthly acquisitions report form the Director of Curatorial Affairs and Executive Director.

Produces and delivers an annual salvage list to the Director of Curatorial Affairs and Executive Director.

Participates in developing and providing collection related materials for the accreditation and re-accreditation process.

Collections Management  

Facilitates care and control of collections on site, monitors condition of objects; implements collection policies.

Oversees object movement, internal and external.

Maintain and control storage areas; develop storage methods.

Prepare grant reports as necessary.

Contract for outside services as needed, including conservation, shipping, insurance, and photography.

Monitor the physical environment in storage areas and galleries. Communicate with facilities staff regarding issues.

Support the Director of Curatorial Affairs’ preparations for the quarterly collection advisory committee meeting. Compiles agendas and PowerPoint presentations, takes minutes, makes new acquisitions available for viewing during meetings, and communicates with committee members.

Assist the Director of Curatorial Affairs in the development of an annual collection care plan, identifying artworks for conservation or deaccession.

Exhibitions  

Prepares loan contracts and receipts, schedules shipping, executes condition reporting, and oversees object movement for temporary exhibitions.

Review packing procedures and materials to determine that best practices are being used in relation to packing and transporting art objects.

Produces reports of works for permanent collection exhibitions as needed, provides label information and prints labels for temporary and permanent collection exhibitions, coordinates object movement and record keeping.

Plays supporting role in organizational efforts to raise funds for acquisitions and the maintenance of the permanent collection.

Other duties as assigned by the Director of Curatorial Affairs.

Who You Are & Keys to Success (the must-haves)

To be successful in this job, you will have:

– M.A. with coursework in art, art history, or museum studies or equivalent experience preferred.

– Minimum of three years of experience (five years preferred) as a museum registrar.

– Knowledge of The Museum System “TMS”.

What Else You Should Know

The position is full-time and is based in Kalamazoo County. The role requires occasional attendance at community events, extended workdays and periodic irregular work hours. You will work in a well-lit, pleasant, collaborative shared office space. Physical requirements include sitting, frequently standing, walking, and handling; and reaching with hands and arms, talk and hear. ​​Language skill requirements include ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  You must be able to write routine reports and correspondence and speak effectively before groups or individuals. The physical requirements and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable differently-abled individuals to perform the essential functions.

The salary range for this position is $60,000 – $65,000, with a starting rate based on experience and internal pay equity. The KIA offers compensation and a benefits package that includes medical, dental, vision, life insurance, long-term and short-term disability,  retirement program with employer contribution available at the completion of 12 months of service, paid time off including annual vacation, sick, and personal leave, flexible schedule, 12 museum holidays, 2 floating holidays, discounts in the Museum’s Gallery Shop, a household membership to the institution, and discounted courses through the Kirk Newman Art School.

How to Apply

Use the following link to be redirected to the application page: https://jobapply.page.link/61hMg

Submission Deadline: Initial review of submissions will begin May 12, 2025. Application materials received by this date will be given priority consideration.  This job listing will remain open until the first interview phase is complete or until a sufficient number of qualified candidates have been identified. NOTE:  Incomplete application materials may not receive full consideration for the position.

Due to the volume of resumes we receive, we are regretfully unable to respond to phone calls and emails regarding the status of applications and the recruiting process.

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