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Harn Museum Registrar III


Manage and supervise the operations of the art registration department in support of the museum’s collections management and exhibition programs.

Examples of Work

Job functions are specific duties that would be included in the essential functions of the job description.  These functions are not all-inclusive nor do they cover the full extent of the duties performed.

  • Manages accession paperwork, incoming and outgoing loan paperwork, storage and shipping arrangements, donor files, off-premise records, and scholarly contributions; creates and maintains deeds of gifts.
  • Compiles, researches, and maintains interpretive information on the permanent collection; directs all conservation and preservation activity of collection; manages rights and reproductions to obtain non-exclusive rights for permanent collection.
  • Directs and oversees all object processing, including cataloging, cleaning, photographing, condition reporting, and labeling and storing; oversees maintenance of records, routine inspections, and reports; manages loan agreements.
  • Manages collection management database (The Museum System by Gallery Systems); develops and maintains policies and procedures for use of database.
  • Manages the museum Collections Management Policy, including updating and enhancing current policy and collaborates with curatorial staff on balanced growth of the permanent collection.
  • Maintains museum storage space for all non-exhibited collections, designed to provide safe housing, reasonable access, and all allow for maximum flexibility;  analyzes long-range future storage needs, maintains inventory of archival supplies needed for storage.
  • Supervises and facilitates the installation/deinstallation and maintenance of exhibition areas, collaborates with curators and preparator staff in design of exhibitions, including layouts and exhibition furniture such as display cases, to ensure appropriate, safe, and secure conditions.
  • Assist director and curators in developing long-term exhibition schedule; creates project plan and schedule for individual exhibitions, including preparation and installation schedules.
  • Serves as a courier accompanying valuable objects of art in transit as required; supervises loading and unloading of crates at airports, borrowing museums and other venues; may oversee installation of objects.
  • Supervises staff, including hiring, training, and performance management; trains and supervises interns and volunteers.
  • Manages departmental budgets; prepares a line-item budget request for State and Foundation dollars to support department; negotiates and oversees expenditures and shifts schedules as necessary to new initiatives and/or cut-backs.
  • Participates in grant writing, cultivating sponsors for collections care and collections management projects, contacting donors which may result in gifts to collections, and pro bono support from other art professions.
  • Collaborates with other senior staff to develop a short- and long-term strategic plan; serves on Harn committees and participates in other administrative projects as needed.
  • Collaborates with university colleagues, attends and presents at regional and national professional conferences on behalf of museum, and serves on statewide projects to collections management and other topics.
  • Evaluates and recommends annual insurance policy to provide maximum protection for collections and loans at the most efficient rates.

Education and Experience

Master’s degree in an appropriate area of specialization and one (1) year of appropriate experience; or a bachelor’s degree in an appropriate specialization and three years of appropriate experience.

Licensure and Certification



This position does have supervisory responsibility.

To see common career pathways for each position at the University of Florida please visit the Career Paths section of the UFHR website.