Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Museum, Level C Job Title Collections Registrar Department Collections and Information Centre Operations | Museum of Anthropology Compensation Range $6,747.50 - $9,701.42 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job. Posting End Date June 19, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. Job Summary The Collections Registrar is responsible for the management of the Museum of Anthropology’s object collections and their documentation as it relates to registration, acquisitions, accessioning, data entry, data standards, tracking, reporting and deaccessioning. This position responds to collections management concerns raised by originating communities and works with colleagues and communities to implement relevant policies relating to these collections. This position conceives and manages projects relating to the storage, care, documentation and accessibility of the collections. This position is also the Collections Database Administrator, managing the Museum s collections information database and related systems, developing related budgets and projects, and coordinating policy development and procedures concerning its content, use and development. The position is also the database administrator of the various public versions of the collections information systems. Organizational Status The Registrar reports to the Head of the Collections Care & Management department. Work Performed Collections Registration: Developing and implementing policies and procedures for managing and safeguarding the Museum s object collections Delegating responsibility for collections management processes to collections staff as appropriate; overseeing the legal documentation and registration of collections and the creation of computerized and hard copy files on the permanent collections. Conceive, plan, implement and/or manage exhibitions and other special projects in areas of expertise, and/or facilitating projects for students and collaborators. Prepare project proposals, grant applications, and reports related to the collection projects and associated temporary staff (e.g., UBC work studies and Young Canada Works). Develop, or revise and implement policies related to management concerns raised by originating communities and works work with the Conservator, Preventive Conservation, to ensure concerns of Indigenous and other originating peoples are met and respected in regards to storage of belongings, including culturally sensitive objects. Manage and oversee the documentation, tracking and inventory of works of art in the collection (manual and electronic). Manage acquisitions process for donations including delivery, photography, appraisals, condition reporting, copyright agreements, accessioning and cataloguing. Manage deaccessions of artworks and objects from the collection including assessment and recommendation of deaccessions, verifying legal conditions are met, and documenting process and following procedures as described in the Gallery s deaccession policy (UBC Policy 128). deaccessions for review by appropriate internal and external stakeholders. Update the values of works in the collection in consultation with the Director/Curator and prepares annual update for UBC Risk Management of new acquisitions and insurance value of the collection. Ensure appropriate restrictions are followed regarding artist copyright for exhibition displays and work with information staff to ensure copyright and cultural restrictions are followed for external image requests related to MOA’s collection. Complete or delegate responsibility for collections management processes to collections staff as appropriate; oversee the legal documentation, registration and accessioning of collections and the creation of digital and hard copy files on the permanent collections. Initiate and supervise research into collections documentation, and the reconciliation of older accession files. Serve as the Collections representative on the Acquisitions and IT committees; maintain related tracking and status lists. Facilitate access to object donations and associated paperwork for acquisition appraisals. Complete, or delegate and supervise, data entry of cataloguing information when provided by curators and researchers. Collections Database: Oversees the collections information database, including development and implementation of data standards, and ensure accuracy and quality standards are met according to professional guidelines. Maintain information in the collections database, supervise data entry projects including data cleanup and migrations. Collaborates on developing and managing the in-house and online versions of the Museum’s collections database system and related budget. Managing the processing of digital images into the digital asset management system and collections database, and setting copyright and publication restrictions. Work with the IT manager and collections management software company to facilitate technical support, updates and migrations, in order to maintain access to the collections database. Participate in all work on the Museum’s public access information systems and manage the data transfers and updates between systems, including the Reciprocal Research Network. Coordinate policy and procedures concerning the development of collections database systems, content and use, including interpretation and application of copyright law. Facilitate training and access to the collections database for relevant museum staff. Other duties: Developing and maintaining expertise in material culture, collection and database management and/or museological areas. Ensure that appropriate access is provided to the object collections and associated records for museum staff, Indigenous and originating community members, researchers, students, donors, etc. Contribute to strategic and long-term planning, facility planning and other Museum activities and policies. Provide collections data reports to the director’s office, administration, development and curatorial staff, as required. Train and supervise staff, interns, volunteers, and students in registration-related aspects of exhibitions and projects, often in conjunction with UBC courses. Facilitate maintenance of the collections storage unit systems; oversees and contributes to upkeep of collection storage areas and gallery displays. Responsible for answering or forwarding public queries relating to the museum collections. Other Collections related duties as required. Consequence of Error/Judgement The Museum is a public trustee of rare and valuable collections; the Collections Registrar is responsible for assuring that the collections are registered according to professional standards and that the records associated with these collections are maintained and protected. Errors could have financial, legal, ethical and other consequences for community members, donors, lenders and the University. Supervision Received Considerable initiative and decision making is expected, within established policy and procedural guidelines. Expected to perform somewhat independently within the general professional and administrative framework. The position is directly responsible to the Head of the Collections Department. Performance is judged by results (see Consequences of Error above). Supervision Given The position supervises CUPE staff and also helps select, supervise, and train assistant staff, students, interns and volunteers. WORKING CONDITIONS There is a range of working conditions that includes offices, museum labs and research rooms, object storage rooms, exhibition galleries, classrooms, the homes of donors, and outdoor displays. Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of five years of related experience, or the equivalent combination of education and experience. - Willingness to respect diverse perspectives, including perspectives in conflict with one’s own - Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion Preferred Qualifications Substantial collections management database and software experience. The candidate must also have considerable knowledge of the relevant procedures and professional standards regarding museum collections registration and management. Awareness of MOA’s collections and collections policies and procedure are strongly preferred. Experience with entering data in MIMSY XG software and creating reports in Crystal Reports software is preferred. Awareness and sensitivity regarding Indigenous and other originating peoples and belongings; familiarity with the UNDRIP Act and UBC’s Indigenous Strategic Plan. Excellent organizational skills and strong attention to detail. Proven experience working with and entering data into a collections management database, along with excellent written English and competency on a PC workstation. Knowledge of information management, UBC Policy 11, Canadian copyright law, Canadian cultural property rules, and the BC Freedom of Information and Protection of Privacy Act. Working knowledge of the techniques of handling objects and artworks, standards and practices for preventative conservation, and familiarity with common object contaminants. Ability to work on ladders up to 8’; ability to handle a wide range of objects and artworks, in a variety of spaces, including galleries, storage rooms and private homes. Ability to exercise discretion in regards to confidential records. Ability to work independently and as part of a collegial, cooperative team. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.
