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Exhibition Coordinator and Registrar

  • Requisition no: 524654
  • Work type: Full Time
  • Location: Manhattanville
  • School/Department: Wallach Art Gallery
  • Grade: Grade 12
  • Categories: General Administration
  • Job Type: Officer of Administration
  • Regular/Temporary: Regular
  • Hours Per Week: 35
  • Salary Range: Commensurate with experience.

Position Summary

Working under the supervision of the Director and Chief Curator, the Exhibition Coordinator and Registrar  will work closely with the Exhibition Manager and other professional staff, guest curators, and external contractors to realize the Gallery's presentation goals.  As a professional member of the Wallach Art Gallery team the incumbent will actively participate in a richly collaborative, creative and challenging operational culture.

The Exhibition Coordinator and Registrar plays an integral role in the production of exhibition programming at the Wallach Art Gallery. The position is responsible for coordinating the highly collaborative development and implementation of exhibitions. In accordance with best practices established by the American Alliance of Museums the incumbent is also responsible for maintaining an accurate database of loaned objects, the administration of loans to exhibitions, shipping logistics, and condition reporting.

The Wallach Art Gallery, is Columbia University's premier, non-collecting, visual arts space presenting exhibitions and a dynamic range of interdisciplinary programming that is always free and open to the welcome public.


  • Create a strategic project plan and identify and allocate resources to accomplish the tactical elements within the established project timeframe.  Create a production schedule that ensures information and resources are available for colleagues in a timely manner for their work, communicate that schedule and ensure that contributing staff members are able to meet target deadlines.
  • Create clear communications to stakeholders, including lenders, explaining issues or challenges,  proposes mitigation strategies that ensure safe and responsible treatment of objects entrusted to our care, and triage with relevant parties to effectively address problems.
  • Monitor and report on exhibition production expenses. The incumbent will communicate in a timely fashion on how expenses are tracking to the projected budget, thus positioning gallery leadership to take measures to address potential deviations.
  • Serve as liaison with external vendors/contractors engaged for the project. Ensure that external vendors are compliant with university requirements, that there are secure and safe presentation strategies, and that there is compliance with any legally binding agreements such as loan agreements, reproduction agreements, and contractual obligations.
  • Produce and keep records of all documentation related to loan administration including, but not limited to, loan agreements, certificates of insurance, rights for reproduction, condition reports, exhibition checklists and installation documentation.
  • Maintain a database of loans to exhibitions, which generates legally binding agreements such as loan forms, as well as checklists, data reports for insurance schedules, label texts, and reports that help manage lender- and/or object-specific requirements of our loans.
  • Oversee all incoming and outgoing of art shipments; coordinate courier oversight as needed, and prepare schedules for insurance coverage.

  • Oversee, together with Exhibitions Manager, the installation and deinstallation of loaned objects.

  • Supervise intern or work-study employee(s) engaged in project-based initiatives.

  • Perform additional duties as assigned

Minimum Qualifications

  • Bachelor's degree in Art History, Museum Studies or equivalent combination of education and experience.
  • Three years of related experience in museum/gallery registration or collections management.

Preferred Qualifications

  • Experience with international art shipments.
  • Bilingual a plus.

Other Requirements

  • Knowledge of American Alliance of museums (AAM) standard museum principles and practices, collection management software, word processing, spreadsheet and database applications, preferably Filemaker Pro.
  • Strong interpersonal and professional communication skills required.
  • Availability to travel as art-courier as required by lenders or with travelling exhibitions.
  • Ability to multitask and work cooperatively with others.
  • Ability to be detail oriented and work independently.
  • Ability to lift and carry delicate and awkward items weighing up to 50lbs.
  • Ability to intermittently stand, walk, sit, squat, stretch, and bend throughout the workday.
  • Must have some flexibility to accommodate a schedule that may vary during exhibition turn overs.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

Applications open: Eastern Daylight Time
Applications close:

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