Open Positions

Position: Registrar

Job Type: Full-time

Reports to: Chief Curator of the World Chess Hall of Fame.

Position Overview: The Registrar supports the World Chess Hall of Fame’s exhibition program by overseeing and managing all aspects of the permanent collection’s care, including safety and documentation of the museum’s collection, which numbers over 10,000 artifacts, in compliance with professional museum standards. This involves the intake of all incoming and outgoing art loans, conditioning of temporary and permanent collection exhibitions, scheduling the transport of art shipments, arranging insurance, creating loan agreements and deeds of gifts, condition care and conservation, rights and reproduction, and updating facilities reports and all related documentation. The Registrar also manages and maintains the database of the collection using PastPerfect software, as well as arranging national and international loans, and monitors environmental conditions in the galleries. Other duties include assisting with traveling exhibitions both national and international. The Registrar also assists with shipping, ordering trophies and various other duties for the Saint Louis Chess Club. Some weekend and evening hours are required as well as some travel.

Job Responsibilities/Duties: Exhibitions:

• Assists curators with the execution of agreements and contracts for loaned objects and independent contractors involved in exhibition-related activities
• Coordinates packing and shipping arrangements for objects on exhibition checklist, including loaned objects (oversee handling, packing, movement, and inspection/condition reports, of all objects entering or leaving the organization, including traveling exhibitions)
• Oversees international customs clearance for international loans and exhibitions
• Arranges insurance for objects on loan by working with our insurance broker to ensure proper wall-to-wall coverage for loaned objects and traveling exhibitions
• Registers incoming loans and tracks exhibition-related activity of all objects (in collection and loans) through PastPerfect, and ensures terms of loans are properly communicated to staff and upheld while objects are in the care of the WCHOF
• Secures and manages the rights and reproductions for artifacts in the museum, loans, videos, and outside media requests and ensures that the information is shared with PR, marketing, and education & outreach
• Responsible for overseeing the inspection of objects entering and leaving the WCHOF and the execution of incoming/outgoing condition reports
• Responsible for overseeing and coordinating object movement as related to gallery installation and de-installation for special events as well as for exhibition activity
• Tracks exhibition expenses related to loans, shipping, installation needs, copyright, etc. for exhibition budget
• Works closely with the Exhibitions Manager during the installation and de-installation of all major exhibitions, on-site, off-site, special events, and outside exhibitions
• Sets up national/international traveling exhibitions as well as accompanying them on the road

Collections:

• Processes new acquisitions whether through donation or purchase through the collections database and applies established collections management procedures for their safekeeping, storage, and movement
• Composes concise and accurate descriptions of artifacts
• Assigns accession numbers to all uncatalogued objects in the museum’s collection in accordance with the institution’s established registration system
• Establishes procedures for maintaining records of accession, condition, and location of objects in collection
• Overseeing movement, packing, and shipping of objects to conform to insurance regulations and best practices
• Responsible for ensuring WCHOF’s compliance with AAM’s best practices and other state and federal laws regarding the collection and incoming loans
• Maintains and monitors cataloging guidelines, collections management procedures, and updates the collections management policy
• Maintains and updates the WCHOF’s facilities report
• Monitors art storage and exhibitions spaces for temperature/humidity, environmental hazards, safety, cleanliness, pests, and ongoing maintenance concerns
• Works with conservators to ensure artifacts are properly cared for and conserved if damaged
• Assists with packing items that are coming to the Hall of Fame either as loans or donations
• Maintains off-site storage facility
• Assists outside researchers with collections requests

Other:

• Works with research assistance, interns, senior gallery attendants, and gallery attendants on best practices for object handling
• Creating checklists for exhibitions, assisting with photography for exhibitions, the de-install/install of new exhibitions, using PastPerfect software, and help with accessioning the collection
• Maintains and updates the museum's disaster plan
• Checks and monitors insect traps and oversees the spraying for bugs at both the Hall of Fame and our off-site storage facility
• Maintains credit card balances and the ordering of new credit cards for Hall of Fame staff

Saint Louis Chess Club:

• Maintains the Saint Louis Chess Club’s perpetual trophies, orders replicas, and ships them to the tournament winners
• Coordinates all of the incoming/outgoing shipping for the Chess Club’s tournament table storage
• Other responsibilities as assigned by the Saint Louis Chess Club in relation to regional, national, and international tournaments
• Secures and manages the rights and reproductions for all Chess Club archival and promotional videos

---

  Qualifications:

• Knowledge of chess welcome, but not required
• Bachelor’s or master’s degree in museum studies, art history, history, or related field
• At least 2+ years of experience in museum registration
• Experience handling museum artifacts and working in museum collections preferred
• Knowledge of and commitment to current museum best practices
• Strong interpersonal and communication skills
• Strong attention to detail
• Good time-management skills with the ability to meet deadlines and to work independently
• Consistent, methodical work approach
• Ability to lift 50 lbs and climb ladders
• Ability to safely maneuver artifacts on carts
• Proficiency in Google Suite
• Familiarity with PastPerfect or similar collection database desired