Western Art Coordinator

Overview

The Western Art Coordinator/Registrar role is responsible for the day-to-day stewardship of NWSS’s Western art collection and archives. Reporting to the Art

Director/Curator, this position applies professional registrar and gallery coordinator standards to the Stock Show context. Duties include managing

accession records, maintaining the collections database, and ensuring accurate archival documentation. The coordinator oversees all movement of artworks

(incoming loans and outgoing loans), arranges condition reports, and handles shipping logistics (working with shippers and insurers). This role also assists

with exhibition preparation and event support, helping to install shows and manage gallery installations.

Primary Duties/Responsibilities

 ·        

Collection Management: Maintain and update all collection records. Catalog new acquisitions and deaccessions in a database. Conduct and document

regular inventories of the collection and archives. Ensure object files and digital images are complete.

Registration & Loans: Administer artwork loans to/from NWSS. Prepare and track loan agreements, insurance certificates, and legal paperwork. Coordinate all transportation: packing, crating, transit insurance, and customs for out-of-state/international loans. Schedule and document condition reports before and after transit.

Condition Reporting & Conservation: Perform condition checks on collection items; record any wear or damage. Work with conservators or facilities for minor treatments.

Exhibition Support: Assist with gallery and show installations. Tasks may include labeling artworks, mounting or hanging pieces under supervision, and preparing crates.

Schedule and coordinate the physical logistics of setting up exhibitions, working closely with the Director/Curator.

Administrative Duties: Track the Western Art budget expenditures (especially shipping and insurance costs). Process vendor invoices and purchase

orders for collection supplies (e.g. crates, archival materials). Help prepare acquisition and conservation budgets as directed. Maintain the archives (NWSS

Western art history) by organizing and preserving historical documents.

Event Support: During the Stock Show, manage behind-the-scenes art handling. This includes checking in/out paintings at the Coors Sale, condition reporting, and assisting with receipt and delivery of sold works. Ensure that all shipping and paperwork for buyer purchases are accurate.

Standards & Training: Implement museum-quality policies (handling, packing, security). Train staff or volunteers on proper object handling and database procedures. Ensure compliance with AAM/ARCS best practices for collections care.

Reporting: Prepare periodic reports on collection status for leadership. Provide data for grant proposals or accreditation (e.g. number of objects, loan activity, conservation

projects).

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be

construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform

duties outside of their normal responsibilities from time to time, as needed.

 Qualifications and Skills:

Bachelor’s degree in museum studies, Art History, or related field. 2+ years of experience in a registrar or collections management role. Proficiency with collections

management software (PastPerfect, The Museum System, or similar). Strong organizational skills and meticulous attention to detail. Excellent written and

verbal communication for preparing reports and coordinating with stakeholders. Ability to multitask and prioritize in a busy environment (especially during

the January Show). Physical ability to lift/move artworks (up to ~50 lbs) and to work on ladders or in storage spaces. Familiarity with packaging/shipping

procedures and conservation basics are highly desirable.

Physical & Scheduling Requirements:

This is a full-time, non-exempt (hourly) position. Typical hours are weekday business hours, but extra hours are required around exhibitions and the January Stock Show. The coordinator must be available for pre-show and Show-week duties, including some nights/weekends for inventory and installation. Work will occur in offices,

storage areas, and exhibit spaces (often low-light, possibly dusty). Frequent lifting of art crates and maneuvering through storage is required.

Compensation & Benefits

• This is a full-time salaried/exempt position.
• Base compensation will range from $55,000.00 to $65,000.00 annually, dependent on relevant experience.
• Full-time employees qualify for partial paid Medical, Dental, and Vision; family coverage is available at group rates.
• Voluntary benefits, including Accident, Critical Illness, Short-Term Disability,
• Hospital Indemnity and pet insurance available at discounted rates.
• 100% paid Long-Term Disability and Voluntary Life Insurance.
• Paid sick leave and vacation time.
• Upon meeting plan qualifications, a competitive
• 401(k) retirement plan is available with up to 7% matching

WSSA/NWSS is a drug & alcohol-free employer with a zero-tolerance drug policy, including marijuana.

WSSA/NWSS is an equal opportunity employer and values diversity.

All offers are contingent on the successful completion of a criminal background check.

Anticipated Job Posting Close Date

11/01/2025; open until filled.

How to apply:

Visit our website: www.nationalwestern.com/about/join-our-team/

·        

Visit our office – 4695 Franklin Street, Denver, CO 80216.