Job Opportunity: Museum Assistant Registrar, Patricia & Phillip Frost Art Museum at Florida International University

Job Summary

The Museum Assistant Registrar will assist the Chief Museum Registrar with collections care, management, and documentation activities as well as facilitate the exhibition planning and implementation process for all museum exhibitions and incoming and outgoing loans.

  • Coordinate all practical arrangements for each exhibition, including loan negotiation, contract and loan agreement preparation, condition checking, packing, transport, insurance, couriers, installation, and photography. Manage the care and handling of objects loaned for exhibition including condition reporting, handling, and temporary storage.
  • Coordinates and assists in activities related to the care and use of the collections by ensuring proper storage, handling, conservation, and exhibition techniques. Monitors temperature, relative humidity, light levels and integrated pest management, and performs object-related housekeeping in collections storage areas. Oversees safe handling and condition reporting at installation and de-installation of exhibitions; serves as courier when needed. Trains interns in proper handling of collection objects and museum standards and best practices.
  • Coordinates digital collections activities including: cataloging of art objects, updating catalog records, location tracking, digital imaging of collection objects, and uploading of clean metadata and images for access by internal and external community. Supervises and trains interns and part-time staff working with digital collections. Facilitates access to digital collections through outreach and collaboration with FIU community partners.
  • Maintains records of collections, artists, and donor files. Creates and maintains legal documents related to exhibitions and collections including loan agreements, loan requests, insurance policies and certificates, deeds of gift, and related gift forms. Performs object provenance research and facilitates rights and reproduction requests. Processes and prepares documentation and materials for new acquisitions, de-accessions, and incoming and outgoing loans.
  • Assists with disaster preparation, response, and recovery including hurricane preparedness for collections areas and Sculpture Park.
  • Assesses and purchases collections storage and registration materials and supplies.
  • Conducts periodic inventory and coordinates inventory activities with University Property Control whenever necessary.
  • Coordinates campus art deployments at President’s house and office and Provost’s office.
  • Performs other related duties as assigned are as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
  • Supports faculty, students, and external researchers by creating collections reports, pulling objects for viewing, scheduling, and accommodating visits.
  • Facilitates collections-based special projects and assists with collections related fund-raising activities including grant writing.
  • Work with Curator, Chief Registrar, and Finance Manager to create and adhere to exhibition budgets.
  • Assists with organization and upkeep of database. Participates in all registration and collection management activities when not working on exhibitions.

Minimum Qualifications

Bachelor’s degree in related discipline and two (2) years of experience in related field.

Desired Qualifications

Minimum of two (2) years experience in the museum field including knowledge of registration, art handling, and collection care.
Working knowledge of Proficio by RE: Discovery or other collections management database system.

Job Category


Work Schedule

Begin time: 8:30 AM
End time: 5:00 PM

Working Conditions

Required to spend 50% or more of time operating a computer

Pre-Employment Requirements

Criminal Background Check
Driver’s License Check
Fingerprinting Check

Other Information

Ability to work occasional evenings, weekends and at locations outside of the University


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