Registrar (Part-time)

 The Canadian Clay and Glass Gallery, Waterloo, Ontario, is searching for an experienced and ambitious registrar professional. The Registrar is responsible for all aspects of collections care and management. 

The ideal candidate will be a proactive, collaborative, passionate registrar who will ensure the safe keeping of the collections, as well as maintaining the collections database. The Registrar will also facilitate donations and loans; curate exhibitions, and write academic essays, from the collections. This position reports directly to the Executive Director. This is a 3-day a week position. 

Key Accountabilities 

  • Complete temporary receipts for all works offered as donations 
  • Liaison with donors 
  • Informing them on the donation process 
  • Following up with questions from the acquisition committee 
  • Processing evaluation and tax receipts as required 
  • Ensure that objects considered for donations are safely stored 
  • Prepare and lead Acquisition Meeting 
  • Prepare agenda, and justification for each work considered 
  • Schedule the meeting and send the required documents in advance 
  • Takes the minutes 
  • Prepare Deed of Gift and send to donors of works accepted 
  • Ensure that all legal documents are signed and in file 
  • Contact donors of object not accepted 
  • Co-ordinate Canadian Cultural Property certification applications 
  • Ensure appropriate shipping and receiving of works for acquisition 
  • Responsible for the permanent collection database and online version 
  • Create accession records 
  • Research of new acquisitions 
  • Coordinate photography of new acquisitions 
  • Assign acquisition number and vault location to each work 
  • Manage exhibition loan requests internally and from other galleries and museums 
  • Complete an audit of the collection and develop a Collection plan 
  • Acquire exhibitions and reproduction licences when required 
  • Administer the reproductions of all works in accordance with our policies and with the Canadian Copyright Act 
  • Supervise curatorial and registrar interns 
  • Curate exhibitions, and write academic essays, from the collections 
  • Ensure the proper conservation of all works 
  • Train gallery staff in preventive conservation, handling of artworks and use of cataloguing system 

Required Qualifications 

  • Bachelor’s degree in fine arts, art history, museum studies or related fields, a MA is preferred 
  • Museum experience in managing fine art collections, and curating exhibitions 
  • Bilingualism (English and French) an asset 
  • Computer knowledge of Microsoft Office, and Collection Management System 


  • Knowledge of current practices in the proper handling of art works. 
  • Knowledge of contemporary and historical art locally, nationally and internationally. 
  • Ability to do scholarly research and to write art gallery quality text 
  • Ability to communicate effectively both orally and in writing with respect to historical and contemporary artwork for public presentations, project proposals, grant submissions, publications and other printed or electronic materials. 
  • Ability to work with minimal supervision in a team environment. 
  • Ability to establish and maintain effective working relationships with other employees, artists, cultural professionals, volunteers, donors and the public. 
  • Highly developed organizational skills with good attention to detail. 
  • Ability to effectively work on multiple projects simultaneously. 
  • Ability to use diplomacy with artwork donors in situation of refusal. 
  • May be required to use own vehicle to move or transport artifacts. 

To apply, send in one PDF document before March 8, 2021 the following: 

  • Cover letter and salary expectancy 
  • Detailed Curriculum vitae or resume 

To Denis Longchamps, Executive Director, at 

The Canadian Clay and Glass Gallery invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment. Please note that only the candidates selected for an interview will be contacted.