Museum Registrar

Sep 02, 2021

Department: Exhibitions and Collections

Supervisor: Senior Manager of Exhibitions and Collections

Schedule: Full-time

FLSA: Exempt

The International Center of Photography (ICP) is the world’s leading institution dedicated to photography and visual culture. Through our exhibitions, education, public programs, and community outreach, we offer an open forum for dialogue about the power of the image. Since our founding in 1974, we have presented more than 700 exhibitions and offered thousands of classes, providing instruction at every level. Our new integrated center on the Lower East Side reunites our school and museum in one space to become the cultural anchor of Essex Crossing.

Position Summary:

Under the guidance of the Senior Manager of Exhibitions and Collections, the Museum Registrar is responsible for ensuring the overall safety, preservation, maintenance, and record keeping for all works in ICP’s collection, on view, in storage, and traveling. The Museum Registrar also oversees the handling, movement, and insurance of all works of art under ICP’s care, and is responsible for handling and managing all museum loan-related business on outgoing and incoming art objects, both domestically and internationally. In addition, the Museum Registrar performs museum related collections registrations and management tasks. The Museum Registrar splits their time between MANA in Jersey City, where the ICP’s Collection is housed, and ICP’s building on Essex Street in Manhattan’s Lower East Side.

Essential Functions:

  • Maintain database catalogue records and create new records
  • Prepare incoming/outgoing loans and condition reports for all collections
  • Coordinate and manage documentation for deeds of gift, bequests and donations
  • Monitor and maintain all loan documents including agreements, insurance, facility and condition reports
  • Prepare documentation and provenance for new accessions and research documentations for de-accessioning
  • Monitor environmental conditions, including RH & temperature, in all collections spaces and correspond with Operations concerning problems and/or cleaning needs.
  • Maintain Museum disaster plan, IPM and facility reports
  • Maintain the Museum’s collection management system (TMS), which includes creating and maintaining administrative and user documentation for the software, managing user access, and training staff and interns on the use of the system
  • Assist Museum leadership to create a long-term Collections Plan
  • Responsible for the handling and care of the art collection and loaned art objects
  • Facilitate and recommends conservation and repair of objects.
  • Manage interns working on collection projects handling research, and digitizing data
  • Monitor the Museum’s collection budget including ordering supplies and tools
  • Manage Print Study Room by arranging access and overseeing visiting scholars
  • Assist the Curators of the Collection and Exhibitions Curators with research requests
  • Responsible for ensuring compliance with laws and regulations pertaining to collections and collecting activities.

Additional Responsibilities:

  • Work with Chief Preparator and Curators to document and prepare artifacts for Museum exhibitions and loans
  • Additional responsibilities as may be assigned
  • Work closely with the Development Department, to secure and manage grant funds and other extramural support for the collections

Supervisory Responsibilities:

  • N/A

Minimum Qualtifications:


  • Bachelor’s degree in art, art history, or museum studies, arts administration, collection management preferred.

Minimum Experience Requirement:

  • 3-5 years’ experience as Registrar or Collections Manager in an art museum, experience with photography collections a plus
  • Thorough knowledge of nomenclature, best practices in conservation, insurance, object handing and museum legal and ethical issues;
  • Proven expertise in care, transportation of and record keeping of works of art;
  • Demonstrated expertise in collections management database software besides the regular Microsoft Office and other database and systems software (Filemaker Pro);
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Exceptional attention to detail and organization
  • Extensive knowledge of and experience with collections management database software (TMS preferred)
  • Comfortable working on both Windows and Mac platforms · Strong written and oral communication skills
  • Strong interpersonal skills and flexibility

Additional Competencies"

  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Speaking - Talking to others to convey information effectively.
  • Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Time Management - Managing one's own time and the time of others.
  • Service Orientation - Actively looking for ways to help people.
  • Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
  • Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
  • Speech Recognition - The ability to identify and understand the speech of another person.
  • Speech Clarity - The ability to speak clearly so others can understand you.

Working Conditions

Physical demands:

The physical demands 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 individuals with disabilities to perform the essential functions.

  • The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; use hands to finger, handle, or feel and reach with hands and arms.

Special Environmental Factors: (Nature of the work environment)

  • COVID-19 Vaccination Required - As per the recent New York City mandate “KEY to NEW YORK,” All staff working in our indoor facility are required to show proof they have received at least one dose of a COVID-19 vaccine authorized for emergency use by the FDA or WHO.

Compensation and Benefits

Salary will be competitive and commensurate with experience.

ICP provides its staff with a generous benefits package featuring medical, dental, life insurance, short- and long-term disability, pre-tax transit and flexible spending programs, and 403(b) pension plan.

How to Apply

Please submit a resume and cover letter on Indeed. Applications without a cover letter will not be considered.

The International Center of Photography is an Equal Opportunity Employer.