The Museum System (TMS) Users


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"The Museum System (TMS) Users" <[log in to unmask]>
"Weathers, Kaitlyn" <[log in to unmask]>
Wed, 4 May 2022 14:52:06 +0000
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"The Museum System (TMS) Users" <[log in to unmask]>
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Good morning, everyone!

Colonial Williamsburg currently has an opening for an Associate Registrar for Loans and Exhibitions. Details are listed below. Applications can be submitted here<;data=05%7C01%7CTMSUSERS%40SI-LISTSERV.SI.EDU%7C6402c284cdbf4db52b6508da2dddab45%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637872728222852272%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&amp;sdata=n76wyeXzPLdA1lxjOGtwZeaeI2NmppURRXq05LRWlcw%3D&amp;reserved=0>.

Please feel free to share with others who may be interested. I am happy to answer any questions that you may have.



Works collaboratively with registration team to create and maintain permanent archive of accurate and full records documenting the Foundation's 74,000-object collection of fine, decorative, folk, useful, and mechanical arts located in multiple buildings on campus; and manages domestic and international incoming and outgoing loans. Coordinates packing, shipping and receiving logistics, prepares documentation for incoming and outgoing objects, manages the outgoing loan approval process, prepares and signs loan agreements, and obtains insurance.  Conducts and reconciles collection inventories for asset accountability and control, creates records and initial cataloging for incoming objects, and tracks object locations in TMS (The Museum System), the collections management system.  Coordinates TMS upgrades and training for Division staff.

Essential Functions:

1. Coordinates the Outgoing and Loan Review process with the Outgoing Loan Review Committee (curators, conservators, and registrars).  Summarizes findings for final recommendation of the committee, which are sent to Vice President for approval.  Upon approval, prepares loan agreements and has signatory authority for them.  Maintains electronic and physical records pertaining to outgoing loans and is responsible for keeping loan renewals current.

2.  Coordinates complex shipping and receiving logistics of antiques, including loans, and obtains fine art shipper quotations; recommends and contracts with shippers after approvals have been granted, and serves as primary point of contact for shipments.  Works closely with registrars, curators, conservators, exhibition staff, preparators, and lending or host museums to ensure the Foundation's collections and loans are properly packed, handled, transported, installed, protected, and monitored.  Documents the unpacking and packing of loans and installation and deinstallation for legal documentation and compliance with loan conditions.  Ensures packing crates and materials are tagged and properly stored to use for return shipments.

3.  Arranges insurance for incoming and outgoing loans; requests Certificates of Insurance for lending institutions; monitors Certificate of Insurance expirations in the Foundation's insurance database.

4. Coordinates incoming loan requests including review of loan agreements, point of contact for shipping and helps enforce loan conditions in exhibition agreements.  Maintains electronic and physical records documenting incoming loans.

5. Reviews and updates as needed the American Alliance of Museums General Facility Report for the Abby Aldrich Rockefeller Art Museum and the DeWitt Wallace Art Museum.

6.  Maintains knowledge of current legislation and practices in the Transportation Security Administration and US Customs and Border Protection Service to understand how they affect national and international shipping of fine art.  Ensures proper customs declarations, export licenses and permits for materials of endangered species from sanctioned countries are acquired for international shipments.

7.  Documents all incoming and outgoing antiques (loans, new acquisitions, temporary deposits and deaccessions) by preparing receiving and shipping reports, taking record and condition reporting photography, and obtaining insurance. Creates new collections management system records for incoming objects and provides initial cataloging of them including attaching record images to media module in the database.

8.  Assigns unique identifier number to incoming temporary deposits and loans and tags all objects; and as needed physically applies permanent numbers to portfolio of accessioned objects using conservation-approved technique.

9.  Has primary responsibility for updating object locations in the collections management system and maintains physical records of object moves for asset control.  Works closely with collections staff to analyze and resolve discrepancies in object locations and inventories.

10.  Coordinates upgrades and training for TMS, the collections management system.  Provides TMS assistance to Division staff.  Assists curators and conservators with collections management database questions and use.

11. As assigned by the registrar, conducts and reconciles inventories of collections objects located throughout the historic area and art museums.

12.  Assists Registrar in accessioning and deaccessioning of objects to include preparing reports, final inventory, photography, and obtaining insurance as needed.

13.  Coordinates routine object moves and logistics, as well as oversees object movement for special projects; and serves as courier for incoming and outgoing objects when needed.

14.  Prepares wide range of reports to Division staff to support exhibition planning, shipping, receiving, inventories, and insurance value updates.

15.  Serves on the Division's Emergency Response Team to respond to emergencies for collections and historic sites.  After-hours availability required.

16.  Supervises collections management volunteers.

17.  Represents the Foundation with a high degree of professionalism and discretion when dealing with colleagues, lenders, donors, and volunteers, and maintains a professional demeanor.

18.  Establishes and maintains professional contacts in other museums, dealers, donors, fine art shippers, auction houses, and other Foundation departments.

19.  Maintains and continually increases professional expertise by attendance at professional meetings and conferences.

20.  Assists with packing and moving objects to and from exhibition spaces in the historic area and art museums.

21.  Performs other related duties as required.

Position Type: Regular/FT/ 37.5 hours/week

Required and Preferred Education and Experience:

Required:  General knowledge of the decorative arts and folk arts-gained through a four-year degree in museum studies, art history, history, material culture, or a related field and 4 years' experience in the registration department of a medium-to-large-sized museum.

Preferred:  Master's degree in history, art history, museum studies, decorative and fine arts, or material culture and 2-4 years work experience in the registration department of a museum.


Ability to communicate well both orally and in writing; ability to establish and maintain complex record-keeping systems, including the use of collections management system software for this purpose; ability to establish priorities in order to meet deadlines and work under pressure.  Well-organized, detail-oriented and knowledge of best practices in museum registration and collections management, art handling, and loans.  Experience using Microsoft Office Suite, and proficient in using TMS, the collections management system, for records management.  Ability to lift and carry items up to 25 pounds and walk for extended periods of time.  Related additional experience may substitute for all or part of the education requirements.

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