86092 Requisition #

Cantor Arts Center

Stanford University


Position: Assistant Registrar

Job Code: 1851

Grade: E

Exemption: Non-Exempt


Note: Not all unique aspects of the job are covered by this job description


Reporting to the Collections Department Manager and working in conjunction with the Collections, Conservation, and Curatorial departments, the Assistant Registrar will organize, manage, and perform a wide variety of professional registration duties in support of the museum's collections and exhibitions. 


The Assistant Registrar for Collections is primarily responsible for managing the various aspects of rights and reproductions requests for the museum; coordinating of all photo documentation of collection objects and exhibitions; and completing the data entry of all conservation reports into the museum’s collections management database.

Candidates should have demonstrated knowledge of professional museum collection management practices, strong organization skills; outstanding attention to detail and accuracy; familiarity with art history; and proficiency with collection management databases and Microsoft Word, Excel, Adobe Acrobat Pro, and strong Adobe Photoshop skills. An M.A. in museum studies is strongly preferred. Experience with EmbARK strongly preferred. Experience working with museum copyright practices and Open Access strongly preferred.


Cantor Arts Center boasts a proud and venerable history. Conceived with the founding of Stanford University in 1891, the museum opened in 1894, serving the University and the broader community. The 1989 Loma Prieta earthquake damaged the museum, necessitating its closure to the public. In 1995 groundbreaking for a major new wing and restoration of the historic building began in earnest with the revitalized museum opening in 1999 as the Iris and B. Gerald Cantor Center for the Visual Arts. The Cantor offers approximately 50,000 square feet of exhibition space, as well as classrooms and other study spaces for students and faculty. The Cantor’s collection spans 5,000 years and includes more than 38,000 works of art from around the globe. Collections include art from Europe and America, both historical and contemporary; Asia, primarily Japan and China; Africa; Oceania; historical works from Mexico, Central America, and South America; the Stanford Family Collection; and public sculpture on the Stanford campus.



  • Clear copyright for both internal and external image requests, maintain the rights and reproduction records in the EmbARK database, provide images to requestors, and format captions.

  • Hire and oversee professional photographer for exhibitions and collection objects when appropriate, manage quality control of images, and link images to the collections management database. Produce photo documentation of those museum exhibitions not photographed professionally.

  • Work closely with Collections Department Manager to insure that data and images published to the museum website meet established industry standards.

  • Maintain the location tracking system in the collections management database, track object location changes, update exhibition records, and run reports for distribution to other museum departments.

  • Input conservation records and reports into collections management database.

  • Assist Associate Registrar with annual inventory of collection objects, in accordance with AAM best practices, including reconciling found in collection objects with existing records.

  • Condition reporting and physical numbering of permanent collection objects

  • Maintain collection object files and provide access to the files for students and researchers

  • Support external researcher requests to view collection objects, and develop process for external researcher requests.

  • Conduct weekly gallery walkthroughs and reporting.

* - Other duties may also be assigned 

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.


  • Bachelor of Arts degree (Master of Arts preferred) – preferably in Museum Studies, Art History, Arts Administration, Studio Art or a related field.

  • Two years of relevant, professional experience working at a museum in the collections department or similar work environment.



  • Demonstrated knowledge of professional museum practices including registration methods, safe object handling and art preservation, packing and shipping, insurance, storage of art, security measures, and object numbering techniques.

  • Knowledge of and demonstrated skill using collection management databases, Microsoft Word and Excel; experience working with EmbARK Collections Manager database software is strongly desired.

  • Demonstrated knowledge of museum copyright practices. Experience with Open Access strongly desired.

  • Demonstrated skill working with photographic digital files.

  • Must have excellent interpersonal, organizational and communication skills.

  • Ability and willingness to maintain high level of accuracy and attention to detail is essential, as is the ability to work well under pressure with a wide variety of museum professionals, vendors, students, docents, and others.




  • Frequently perform desk-based computer tasks, seated work and use light/ fine grasping. 

  • Occasionally stand, walk, and write by hand, lift, carry, push pull objects that weigh up to 10 pounds. 

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


  • May work extended or non-standard hours, weekends and holidays based on business needs. 

  • May work in areas with exposure to dust, paint, chemicals and other toxins. 


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, https://adminguide.stanford.edu.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

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