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Posted: 05/21/2020

About Us

The American Jazz Museum in Kansas City is dedicated to celebrating and exhibiting the experience of jazz as an original American art form through performance, education, exhibition, and research at one of the country’s jazz crossroads – 18th & Vine.

About the Position

The American Jazz Museum’s Registrar is responsible for the accession, maintenance and preservation of all records relating to the Collections of the Museum. Implement and maintain
AJM collections policies and procedures. Coordinate the out-loan process, working with borrowing institutions to ensure the care and safety of all loaned collections. Work with donors to finalize the acquisition of new additions to the collections, including issuing contracts of gift and entering all relevant acquisitions data into the collections management software database.

The workweek will be Monday – Friday 8:00 am to 5:00 pm and the individual hired must be

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The following duties are normal for this position.

  • Register and assign accession and catalog numbers to all objects in the AJM collection.
  • Maintain records of accession, condition, and location of objects in museum collection, and oversee movement, packing, and shipping of objects to conform to insurance regulations: Observes unpacking of objects acquired by museum through gift, purchase, or loan to determine that damage or deterioration to objects has not occurred.
  • Knowledge of PastPerfect software preferred, to record descriptions of objects and records.
  • Ensure that all collections policies and procedures are consistently observed, create new policies as needed.
  • Identify ways to generate new mission-related program opportunities with collections and earned revenue with public programs involving collections tours and other opportunities.
  • Oversee handling, packing, movement, and inspection of all objects entering or leaving the AJM, including traveling exhibits. Consult with other AJM associates to develop and initiate the best efficient and practical methods of packing and shipping fragile or valuable objects.
  • Occasionally and when needed, act as a courier for extremely important collection or donor objects that need care beyond a general courier service.
  • Become knowledgeable about the objects in the collection to answer all research questions as they relate to objects, bios, or records in our collection.
  • Advise others as it relates to special exhibitions, research, interpretive and educational program use, conservation and preservation of our collections in the museum, Blue Room and other AJM spaces.
  • Maintain records of storage, exhibit, and loan locations of all objects in collection for use of AJM associates, insurance representatives, and other persons utilizing facilities.
  • Collaborate with AJM collections associates to help select objects for display or loan.
  • Help to decide if collections items will withstand the stresses of travel and/or exhibition and create ways to safeguard collections items for the future when needed.
  • Prepare acquisition reports for review of curatorial and administrative staff.
  • Periodically review and evaluate the registration and catalog system to maintain efficiency, applicability, consistency, and operation.
  • Recommend changes in recordkeeping procedures to achieve maximum accessibility and efficient retrieval of collection objects.
  • Arrange for insurance of objects on loan or special exhibition or recommend insurance coverage on parts of or the entire collection.
  • Oversee and assess any potential deaccession items and implement deaccession when applicable; verifying all conditions are met, legally and otherwise.
  • Determine any potential risk factors such as theft, vandalism, pests, natural disasters and emergencies for the entire AJM collection and mitigate them.
  • Other duties as assigned.

Required Education and Experience

  • Undergrad degree required in related field; masters degree preferred or comparable years of service in industry.
  • Proficient in MS Office
  • Knowledge of office management systems and procedures
  • Ability to type 60-65 wpm

Required Skills and Competencies

  • Strong Organizational and Planning Skills.
  • Strong Interpersonal Skills
  • Strong Oral Communication Skills
  • Strong Writing and Spelling Skills
  • Strong Time Management Skills
  • Must have strong work ethics
  • Must be well organized and a self-starter
  • Must be able to follow standard filing procedures
  • Detail oriented, professional attitude, reliable
  • Possess strong organizational and time management skills
  • Strong problem-solving skills, research and resolution skills, and multi-tasking skills
  • Ability to communicate effectively verbally and in writing
  • Ability to interact with employees and vendors in a professional manner
  • Ability to work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually quiet.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 25 pounds.


No travel is expected for this position.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related or a logical assignment for this classification. Other duties may be required and assigned.

Benefits: Medical, Dental, Vision and telephonic EAP services. (90% of the employee premium is paid by the American Jazz Museum)

Location: Kansas City, Missouri

Equal Employment Opportunity

To give equal employment and advancement opportunities to all people, we make employment decisions at the American Jazz Museum on each person's performance, qualifications, and abilities.

The American Jazz Museum does not discriminate in employment opportunities or practices on the basis of race, color, creed, religion, sex, national origin, disability, age, sexual orientation, gender identity, genetic characteristics/information, marital status, pregnancy, childbirth or related individual conditions, medical condition (as defined by state law), military status, political affiliation, or any other characteristic protected by federal, state, or local law (referred to as "protected classes’ or “protected status").

This Equal Employment Opportunity Policy extends to all terms, conditions and privileges of employment as well as the use of all American Jazz Museum facilities, participation in all
American Jazz Museum sponsored activities, and all employment actions and practices including selection, job assignments, promotions, compensation, discipline, termination of employment and access to benefits and training.

We will make reasonable accommodations for qualified individuals with known disabilities unless making the reasonable accommodation would result in an undue hardship for the
American Jazz Museum.

Employment At-Will

The American Jazz Museum is an at-will employer.

Job Type: Full Time