Exhibitions Registrar & Gallery Operations Manager

Job description

Requisition # 2018-9231
Department Lib-Scholarly Colltns&ResrchSv
Category Library
Full-Time / Part-Time Full-Time
Application Deadline


Princeton University Library (PUL) seeks an experienced, enthusiastic, and collaborative Exhibitions Registrar & Gallery Operations Manager to coordinate exhibitions in PUL spaces, oversee movement and preparation of material for exhibition, and implement best practices for exhibitions and loans. This exciting new position will work with PUL's diverse staff at all levels to develop and grow our Exhibition and Loan Program. The incumbent manages PUL exhibition spaces, including the newly-completed Ellen and Leonard L. Milberg Gallery; oversees numerous simultaneous exhibits, loans, and other projects; communicates, coordinates, and negotiates with stakeholders; creates and maintains exhibition and loan records; and supervises the Coordinator of Exhibition Services.


Exhibitions & Incoming Loans

  • Collaborate with steering groups, curatorial stakeholders, and preservation staff to set schedules, goals, policy, and priorities; develop innovative solutions for exhibition program needs
  • Maintain exhibition checklists; coordinate and track transportation and preparation of material for PUL exhibitions; generate loan agreements, insurance certificates, receipts, and other documents; maintain complete and accurate records
  • Coordinate packing/crating, courier arrangements, transportation, and other logistics; coordinate contract personnel
  • Create a budget and oversee allocated funds for each exhibition
  • Work closely with a diverse range of stakeholders to bring exhibitions to fruition

Outgoing Loans
  • Administer Exhibition Loan Program: communicate with borrowers and PUL staff to coordinate outgoing loans; maintain checklists and track the status of each loan; assemble loan request dossier for review; ensure compliance with guidelines and specifications; generate loan agreements, condition reports, insurance certificates, receipts, and other documents; maintain complete and accurate records
  • Approve and coordinate packing/crating, courier arrangements, transportation, and other logistics
  • Maintain the Exhibition Loan Program tracking tool
  • Develop and conduct courier training, track courier pool, and recommend couriers for specific loans; compile forms and documentation for the courier
  • Identify documents to retain and destroy at the end of the loan period; maintain official loan record repository

Gallery Operations
  • Chair the Exhibitions & Gallery Operations Group; oversee gallery spaces
  • Coordinate operations in exhibit spaces including facilitation of events, management of supplies, and scheduling
  • Work closely with curators, subject specialists, preservation and conservation staff, communications and events staff, and vendors to ensure adherence to best practices
  • Maintain General Facility Report for the Ellen and Leonard L. Milberg Gallery
  • Oversee the work of the Coordinator of Exhibition Services; develop and monitor procedures for gallery maintenance; provide training and feedback as necessary to ensure quality


  • Bachelor's degree with related coursework plus 3-5 years' registrarial experience, or equivalent combination of education and experience
  • Demonstrated knowledge of exhibition materials, processes, equipment, safety, and art transportation and packing standards
  • Proven leadership skills: solutions-oriented, proactive, diplomatic
  • Exceptional organizational skills; strong file management, budgeting, and project management abilities
  • Aptitude with MS Office and G Suite
  • Interest in library special collections
  • Outstanding interpersonal, written, and verbal communication skills
  • Ability to plan, prioritize, multitask, and meet deadlines
  • Ability to establish and maintain effective working relationships with colleagues, consultants, and vendors
  • Ability to stand for hours at a time and to lift 40+ pounds
  • Availability for occasional travel and evening/weekend shifts
  • Must successfully pass a background check

  • Masters degree in a related field
  • Two years' experience planning or installing exhibits
  • Supervisory experience
  • Experience with events management
  • Familiarity with collection management databases and project management software
  • Knowledge of/experience with art handling
  • Experience working in an academic archives or special collections library
  • Knowledge of one or more foreign languages

Applications received by October 15 will receive first consideration.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

ADM, 040

Standard Weekly Hours


Eligible for Overtime


Benefits Eligible


Essential Services Personnel (see policy for detail)


Physical Capacity Exam Required


Valid Driver's License Required


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Job No:
Posted: 11/5/2018
Application Due: 11/28/2018
Work Type: