Registrar – Kalamazoo Institute of Arts

Reports to: Chief Curator
Classification: Full-Time, Exempt

The Kalamazoo Institute of Arts is a leading nonprofit art museum and school. 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.

Summary of Position: The Registrar oversees all aspects of the permanent collection (4,700 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 also oversees loans for temporary exhibitions and collection loans, including shipping and packing, condition reporting, and inventory control.


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 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 collection database (using The Museum System—TMS), including system specifications and software choices, data standards, data input, reports and forms. Develops and implements regular inventory projects.
  • Disseminates information as needed to other departments, researchers, and students. Uploads the collection and its associated images into eMuseum. Updates collection and exhibition pages of website.
  • Serves as KIA Archivist—organizes archives, incorporates new archival material, responds to information requests (both internal and external).
  • Accepts and processes donations of temporary objects. Manages the objects’ disposition (i.e., disposal, sale, or accession)

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 director of collections and exhibitions in managing the monthly collection advisory committee meeting. Compiles agendas and financial statements, takes minutes, and communicates with committee members.


  • Prepares loan contracts and receipts, schedules and supervises packing, shipping, condition reporting and object movement for temporary exhibitions. 
  • 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 integral role in organization and production of biennial art auction held to raise funds for acquisitions and the maintenance of the permanent collection.
  • Other duties as assigned by supervisor.

Job Qualifications:

  • B.A. with course work 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”.

Physical Job Requirements: While performing this job, the employee will be required to sit, stand and work, to lift up to 30 lbs occasionally, do close work with a computer monitor and perform repetitive hand movements. Employee must be able to communicate verbally.

The KIA offers a competitive salary and benefits package that includes medical, dental, life, retirement savings, and more. The KIA is an equal opportunity, equal access employer that is fully committed to diversity and inclusion in the workplace.

Please forward a resume and cover letter to with Registrar in the subject line or by mail to Kalamazoo Institute of Arts, 314 S. Park Street, Kalamazoo, MI 49007. No phone calls, please.

Posted on the MMA Website 8/14.

 The Michigan Museums Association is supported in part by an award from the Michigan Council for Arts and Cultural Affairs and the National Endowment for the Arts.

Michigan Museums Association       313-334-7643       PO Box 5246, Cheboygan, MI 49721

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