Associate Registrar

Website Kalamazoo Institute of Arts


Kalamazoo Institute of Arts is a mission-driven, equal opportunity employer

Posted 12/11/2023

In 2024, the Kalamazoo Institute of Arts (KIA), a leading nonprofit art museum and school, will begin a yearlong Centennial celebration with various exhibitions, events, and programs to commemorate its 100th anniversary.  Since 1924, the institute has offered art classes, exhibitions, lectures, events, activities and a permanent collection. The KIA’s mission is to cultivate the creation and appreciation of the visual arts in West Michigan. We believe the visual arts are for everyone. They inspire, fulfill, and transform.

Under the direction of the Director of Curatorial Affairs, the Registrar will oversee all aspects of the permanent collection (nearly 5,000 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 will also oversee 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.

This position is full-time, based on a 40-hour work week. The base salary ranges from $40k – $50k, based on experience. During organizational peak times, this position requires the ability to work occasional weekend and evening hours. In general, the needs for coverage of non-traditional hours are known in advance.  Salary Range: $40,000-$50,000 annually.  The KIA offers a compensation and benefits package that includes medical, dental, life insurance, long-term and short-term disability, and retirement program with employer contribution.  Relocation assistance available.


Information Management

Creates, compiles, maintains and updates 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.
Conducts other research on permanent collection objects as necessary, including copyright research and securing permissions for image use. Manages rights and reproduction requests for KIA objects.
Maintain a 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).
Disseminates information as needed to other departments, researchers, and students. Uploads the collection and its associated images into eMuseum. Updates collection pages of the website.
Serves 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 Chief Curator, accepts and processes donations of temporary objects. Manages the objects’ disposition (i.e., disposal, sale, or accession).
Prepares monthly acquisitions report form the Chief Curator and Executive Director
Produces and delivers an annual salvage list to the Chief Curator and Executive Director
Participates in developing and providing collection related materials for the accreditation and 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.
Maintains and controls storage areas, develops storage methods.
Prepares grant reports as necessary.
Contracts for outside services as needed, including conservation, shipping, insurance, and photography.
Monitors physical environment in storage areas and galleries. Communicates with facilities staff regarding issues.
Supports the Chief Curator’s 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 Chief Curator in the development of an annual collection care plan, identifying artworks for conservation or deaccession.


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 supervisor.

Job Qualifications:

B.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”.

How to Apply: Click here to apply For full consideration, submit a letter of interest, resume or curriculum vitae.  References will be requested of final candidates only.

Submission Deadline: Initial review of submissions will begin January 22, 2024. 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.

To apply for this job please visit