Collections Manager/Registrar


The International Spy Museum is a private nonprofit museum dedicated to educating the public about the world of espionage and intelligence through exhibits, educational programs, special events, and public outreach. The Spy Museum’s collection of approximately 10,000 objects and library of 5,000 volumes consists of a wide array of objects (size, material, era) and represents the material and intellectual culture of intelligence and espionage. The Collections Manager/Registrar is responsible for the oversight and physical control of the Museum’s growing collection and manages exhibition-related image licensing. The position requires the application of a specialized body of knowledge in all aspects of historic artifact handling, cataloguing, condition assessment, and official documentation for all objects in the Museum’s care. Work extends to responsibility for the storage, exhibition, supervision of installation procedures, and overall preservation of the collection. This position works closely with internal and external curators, the Director of Exhibition Production, and external vendors.

Success Traits

  • Ability to organize multiple complex tasks, to establish priorities, and to respond to an array of requests from staff, museum partners, press, and the public.
  • Attention to detail, efficiency, and ability to meet deadlines in a fast-paced work environment.
  • Self-motivated; demonstrated ability to take initiative.
  • Ability to communicate effectively in oral and written form.
  • Ability to work both independently and as part of a team; Collaborative problem-solver.
  • Has the capability to identify and prioritize needs within the collection, propose solutions to meet those needs.


Collections & Permanent / Traveling Exhibitions 

  • Manage comprehensive artifact database (Past Perfect).
  • Monitor environmental conditions of galleries and storage space.
  • Catalogue, condition report, track location movements, and properly house all incoming and outgoing artifacts.
  • Photograph all artifacts for catalog records, potential press, or publication.
  • Serve as first point of contact for all inquiries related to object donations, loans, image use requests, media, or general public inquiries about the collection.
  • Work with donors/lenders throughout the acquisition process and obtain provenance and detailed information; maintain relationships with family and friends of people represented in the Museum’s exhibit and collection.
  • Generate all official agreements and documents regarding artifacts coming into or out of the Museum and acquires the appropriate signatures and information.
  • Serve as administrator for 5,000 volumes and library software, ResourceMate, including adding all incoming books to the system and tracking circulation.
  • Assist the Director of Exhibition Production with upkeep of exhibitions, including install/deinstall of artifacts and regular maintenance.
  • Facilitate the rotation of artifacts and help select replacements.
  • Work with Director of Exhibit Production and outside vendors on mount/case layout designs.
  • Conduct image research, acquire licenses and proper attribution, and track renewal dates.
  • Negotiate terms and conditions for all incoming and outgoing individual loans.
  • Coordinate logistics of artifact shipping on the local, national, and international level, occasionally serving as a courier.

Administration: Policies, Procedures, Budgeting 

  • Serve as co-administrator of Museum’s DAMS, NetX, uploading images and applying metadata tags.
  • Create or update policies that affect artifacts in the collection.
  • Adhere to all legal and ethical guidelines and standards.
  • Provide oversight on appropriate insurance coverage for loans and collection as a whole.
  • Manage Collections Committee meetings (includes staff and board members) that make all decisions regarding the acceptance of artifacts to the collection that align with our mission.
  • Create and maintain collections budget, process invoices and required payments, purchase archival supplies.

Programs, Communication, PR

  • Lead occasional VIP tours of the collection and present artifacts at special programs, events, or for media.
  • Supply requested content and images for press, social media, or other related uses

Education and Experience

  • 5+ years of proven success managing museum collections.
  • Master’s Degree in Museum Studies with focus in Collections Management or Registration, or equivalent combination of relevant education and experience.
  • Proven track record of organization, cultivation, advocacy, and development of collections.
  • Demonstrated knowledge of concepts, principles, and practices of current museum registration methods and collections management standards.
  • Extensive work in collection stewardship involving culture heritage and associated data management.
  • Ability to train and supervise volunteers and / or interns.

Skills Preferred

  • Knowledge of project and program management.
  • Evidence of effective public engagement and project management.
  • Ability to supervise personnel and manage several diverse operations, each requiring special technical skills.
  • Ability to compile, maintain and reconcile financial data and reports in accordance with established guidelines and procedures.
  • Proficiency in Microsoft Suite, Adobe Creative Suite, relational databases.
  • Proficiency in ResourceMate, Past Perfect, DAMS, and /or NetX software is desirable.

Special Considerations

  • Work requires physical exertion such as standing, bending, and lifting of moderate weights (35+ lbs.), especially in connection with the handling, cleaning, and any packing of artifacts.

How to apply: 

Please submit a cover letter, resume, and salary requirements to the Collections Manager/Registrar Form.


No Phone Calls Please.