Chief Registrar

Posted on 01/04/2022

Chief Registrar
Philbrook Museum of Art – Application Deadline: Open until filled

Job Type

Nestled in 25 acres of beautiful gardens, Philbrook Museum of Art is a 1920s Italianate Villa featuring a dynamic and ambitious program of rotating exhibitions and galleries with selections from an actively growing collection of approximately 15,000 objects. With artworks from Africa, the Americas, Asia, and Europe dating from 3,000 BCE to today, Philbrook is Oklahoma’s most comprehensive art museum and offers visitors a glimpse into a broad range of cultures, time periods, and perspectives. The diverse collection supports a vision of Philbrook as central to the lives of our community as a place for learning, inspiration, and fun. Through bold action and strategic investment, we create a space for new ideas, diverse perspectives, and social connection.  

Position Overview
The Chief Registrar leads the care and administration of all collection items in the Museum’s physical or legal custody in accordance with current best practices. Working closely with the Deputy Director for Audience Engagement & Curatorial Affairs, the Chief Registrar develops departmental budgets, goals, objectives, and priorities. Supervises area staff, interns, and volunteers.

Essential Responsibilities
Collections & Exhibitions Administration

  • Ensure excellent care and safe keeping of all art in the Museum’s care by administering policies and procedures related to the professional preparation, display, packing, storage, handling, identification / marking, transporting, conservation, and security of artworks as well as the implementation of established policies governing collecting, accessioning, deaccessioning, borrowing, and lending. 
  • Execute or supervise all arrangements for incoming loans and traveling exhibitions, including developing and managing shipping budgets; coordinating packing, shipping, couriers, customs, and conservation; creating and executing loan agreements and other loan-related paperwork; organizing insurance; issuing receipts; creating condition reports; and supervising installation/ deinstallation. 
  • Oversee physical movement and location tracking for collection and loaned items.
  • Supervise Library and Collections Information Specialist in management of electronic database (TMS), online collection (eMuseum), and documentary files related to the collection and ensures accuracy and consistency of all collection-related material. 
  • Manage insurance policies and appraisals and administer and coordinate government indemnity application and policies when applicable. 
  • Coordinate Collection Committee meetings, including creating agendas and minutes. 
  • As appropriate, advise President/CEO, deputy directors, and other staff on legal issues and compliance with Federal, state, and local laws related to collections management, including copyright.
  • Work closely with Facilities, Security, and Preparation departments to ensure appropriate building, security, and installation requirements are maintained at all times. 
  • Serve as courier as needed.

Project Management & Collaboration

  • Lead Collections team in project planning and implementation, collaborating frequently with staff across the Museum and with external partners, including artists, lenders, foundations, donors, and community members.
  • Work with all Museum departments to prepare and edit materials to promote, publicize, interpret, and raise funds supporting the collection, exhibitions, and related programs and initiatives.


  • Represent Philbrook within the local community and the broader museum field while modeling Philbrook’s mission and vision.
  • Stay current with best practices in the field.
  • Build strong relationships across the institution by communicating proactively and maintaining a professional demeanor and positive attitude. 
  • Maintain prompt and reliable attendance in order to successfully perform the duties of the job. 
  • Other duties as assigned.

Equivalent Education/Experience

  • Master’s degree in art history or related field (bachelor’s degree plus equivalent experience considered)
  • At least 5 years of museum registration or related experience, including previous supervisory experience


  • Expertise in collections management procedures, fine art registration work, and proper art handling policies and procedures.
  • Detail-oriented, organized, and flexible. Able to prioritize effectively in a fast-paced environment. 
  • Embraces a collaborative approach to projects. A precise and clear communicator with strong interpersonal skills and open-minded outlook. 
  • Demonstrates keen cultural sensitivity and handles sensitive information with tact.
  • Excellent computer skills, with proficiency in collections database management (TMS), MS Office Suite, and digital imaging applications and software.
  • Familiarity with digital photography and equipment.
  • Must maintain a valid driver’s license.

Competitive Salary & Benefits

  • $50,000 - $65,000
  • Health insurance
  • Paid time off
  • Dental insurance
  • Vision insurance
  • Flexible spending accounts
  • 403(b) retirement plan and matching

Philbrook provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Apply here.