Registrar for the Permanent Collection & Loans Out
Registrar for the Permanent Collection & Loans Out
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Job Description
Responsible for the permanent collection across all sites maintaining records on all works of art owned by or entrusted to the care of the museum and for the location safety movement and transport of these works of art including requests for Loans Out from the museums permanent collection proactively minimizing risks to the works of art and to SAM. Provide leadership and mentoring to Assistant Registrar for the Collections & Loans Out.
Responsibilities will include the following but are not limited to:
Permanent Collection 50%
- Organize all aspects of incoming and outgoing movement of works of art being considered for gift purchase study and long-term loan to the permanent collection
- Oversee unpacking incoming checks packing internal movement condition of works of art and maintain condition reports
- Coordinate the construction of shipping crates and other outside services consulting with the Conservation Department for safe packing and handling during shipment
- Execute temporary loan agreements for acquisitions and long-term loans to the collection coordinate all necessary logistics of wall-to-wall movement in consult with donor/vendor/lender
- Develop and monitor budgets for packing shipping and insuring of loans to the museum for proposed acquisition
- Responsible for accessioning and deaccessioning works of art to/in the Permanent Collection and for creating and maintaining related records in the collections database (TMS)
- Execute deeds of gift verify sellers warranty and estate releases co-ownership agreements and execute IRS forms
- Work closely with colleagues in organizing the Board of Trustees Committee on Collection meetings
- Track partial and promised gifts including updating documentation to reflect changes in percentages or status of gifts
- Perform quarterly audits and participate in annual inventory of the Permanent Collection
- Ensure accurate records for art collections in the collection database (TMS)
- Assist supervisor with annual inventory of SAM collections and objects on long-term loan
- Oversee all collection projects; addressing all backlogged initiatives developing project plans with clear timelines and benchmarks and assigning projects to Assistant Registrar while monitoring progress and performance in collaboration with vaioius internal and external stakeholders
Loans Out 20%
- Track loan requests and coordinates responses to inquiries
- Review borrowers facility reports to ensure that proper security climate control fire protection staffing and insurance among other items are in place for potential borrowers
- Execute Loan Out agreements and ensure that Conditions of Loan are met and that the highest standards in the safe professional handling of the museums collection are consistently followed
- Coordinate with agents brokers and carriers to make informed packing shipping and courier arrangements for loans
- Conduct all work necessary to prepare objects for loan including conservation treatment mount fabrication photography and packing and shipping with division staff and vendors
- Coordinate outgoing (and return) condition reports with Conservation Department
- Ensure the safe and timely transportation of loans out to and from borrowers and oversight of intra-venue transfer of multi venue approved loans
- Manage the courier selection process and lead courier training program
- Lead Monthly Loan Committee Meeting where new requests are assessed and approved requests are tracked and managed
Management - 20%
- Oversee Assistant Registrar in support all acquisitions deaccessions loans out and general collections projects as assigned
- Train and mentor Assistant Registrar to practice excellence and to be creative in problem solving
- Establish a professional development plan and annual review process to support the growth and success of this Assistant Registrar
General 5%
- Establish and maintain the acquisitions deaccessions and loans out policy and procedures in consult with supervisor along with other permanent collection related policies and procedures necessary for inclusion in the Collections Management Policy
- Oversee the preparation of all incoming/outgoing documentation for each work of art and notify all appropriate internal/external parties regarding in/outbound shipping logistics for planning including shipping and packing lists CITES certificates and U.S. Customs documents for international shipments and receipts to lenders/donors/vendors
- Cultivate relationships with the museums external colleagues such as with shippers and contractors to arrange domestic/international shipping of works of art and customs brokers for arranging import/export clearance for international shipments
- Occasional art handling may be required
- Act as courier in as needed
Other Duties 5%
- Maintain a general knowledge of all procedures utilized by the Registrars Office and respond to questions from the public or refer queries to the appropriate departments
- Contribute to an institutional focus of delivering exceptional welcoming and inclusive customer servicecreating positive meaningful experiences for all visitors every time
- Participate in institutional learning opportunities to grow our collective understanding and integration of antiracism cultural competency and equity values into SAMs work
WE ARE LOOKING FOR
Required Qualifications
- Bachelors degree Liberal Arts Art History Museum Studies or equivalent combination of education and experience
- Seven years experience in a museum environment with a focus on permanent collection and registration including two years in a people management capacity
- Knowledge of current museum techniques practices and standards regarding exhibitions registration methods new acquisitions collection records cataloguing and computerized systems
- Understanding of and familiarity with the various means of accomplishing local national and international transportation including an understanding of how different modes of shipping will affect various objects and materials
- In depth knowledge of export licenses bonding customs regulations legal requirements for collections and security procedures
- Familiarity with database authority structure museological data standards and art history terminology
- Knowledge of basic art conservation and security design requirements
- Knowledge of budgeting and project management practices
- Strong track record in exercising sound timely judgment
- Ability to build positive working relationships within as well as outside of organization
- Negotiation project management and problem-solving skills
- Demonstrated ability to establish and maintain effective relationships with Board members donors executives management and employees
- Proactive and professionalverbal and written communication with an ability to tailor communications according to audience
- Supervisory skills; ability to motivate teams and simultaneously manage several projects
- Successfully assess priorities and work well with deadlines time management problem solving and analytical skills
- Exercise discretion in maintaining confidentiality of sensitive information
- Proficiency in Microsoft Office Suite Zoom Asana Slack and internet-based research
- Proficiency with TMS/Gallery Systems
- Ability to pass and maintain security background check clearance
Preferred Qualifications
- Post-graduate work preferred
- Familiarity with foreign languages (especially French German Spanish Italian) to interpret international correspondence invoices and documents and to assist couriers as needed
APPROACH TO WORK
We come together to contribute our unique talents towards connecting art to life. We take our passion for the arts and personal connections to the mission and channel it into our employee visitor and partner experience. We hold with care our impact on the local community the arts and culture sector and beyond. We know were at our best when we create an inclusive and equitable workplace and museum that reflects our plurality. The following are ways we agree to work together they play a essential role in fulfilling our mission.
Be Accountable: Our work is ambitious it requires us to stay organized hold multiple responsibilities maintain an eye for the details and the big picture and consistently deliver exceptional work. We rely on our colleagues when working collaboratively and independently. We practice expert time management are responsible for our commitments and deadlines and proactively communicate when we need extra support. We know being accountable matters its a commitment to care for everyone we work with.
Be Collaborative: We know that the success of the collective is paramount were all working towards a common goal. Our diverse perspectives strengthen our work so we default to inclusion. Were eager to work in partnership cross functionally and create the space for others to contribute to the work.
Cultivate Innovation: Our success is rooted in the creation and adoption of new ideas that make a positive impact. Change is inevitable so we stay open to the possibilities that come with it. We bring a commitment to navigating new circumstances with flexibility adaptability creativity and persistence. Were not afraid to meet the moment taking strategic risks and maximizing resources to create positive change. We lean on each other as we experiment and build new ways of working together.
Bring A Learning Mindset: We know that curiosity and humility are key to our individual and collective growth and ultimately improving our work. We regularly seek new inputs and perspectives that can expand our thinking. When met with something we dont understand we remain open to learning from colleagues and our community. Most importantly when we encounter an inevitable stumble we seek feedback and reflect on how to learn from the experience.
Lift Each Other Up: We practice helping each other be successful by empowering supporting and celebrating the work of our colleagues teams and the institution. An optimistic and inspiring attitude makes our work better for our colleagues our visitors and the broader community were part of. We bring integrity and joy to our interactions with others centering welcoming engaging and inspiring interactions with and within SAM.
WORK SCHEDULE
This role is typically scheduled to work business hours Monday - Friday. However the needs of the role and support of the department or organization may require a willingness to work a flexible schedule and travel in support of the department or organization as directed by your supervisor. Please connect with your Recruiter or Manager for more information about SAMs current hybrid work policy and expectations. SAMs hybrid work policy is subject to change.
COMPENSATION: $89300 - $94000
WORK CONDITIONS
Exposure: Work areas are primarily inside in a climate-controlled environment with moderate background noise in galleries warehouses and workshops. Workspaces may include outdoor areas. Noise levels range from light to excessive and there is exposure to varying air-quality standards. Objects in the collection may contain pesticide residues or other toxic materials either inherently or from previous treatments and there may be exposure to potentially toxic material. There may be risk from exposure to these materials and wearing appropriate personal protective equipment such as gloves and a respirator is required. Training and PPE will be provided.
Stationary Work: Approximately 60% of time is spent stationary while working at a desk. Balance of time (approximately 40%) is spent moving around the work area. Occasional extended periods of standing may be required.
Communication: Clear and effective verbal and written communication in English with trustees the public and co-workers is necessary.
Vision: Ability to effectively use a computer screen and interpret printed materials memos and other appropriate paperwork.
Office Work: Ability to effectively and regularly operate a computer keyboard telephone and other office productivity machinery such as copy machines and printers and ability to inspect prepare and use paperwork files equipment and supplies is necessary.
Lifting/Carrying/Pushing/Pulling: Ability to transport up to fifty (50) pounds of equipment and supplies.
ACCOMMODATION
The Seattle Art Museum will consider reasonable accommodations for employees with disabilities to perform the essential functions/duties of this position. If you would like to request a reasonable accommodation to best enable your success in the role please discuss this possibility with a member of our HR team at emailprotected.
Celebrating difference. At Seattle Art Museum our members visitors and local community come from all walks of life and so do our employees volunteers and interns. The plurality of our identities and experiences strengthens our mission: connecting art to life. Our mission and vision call us to be responsive to a multitude of cultural contexts and lived experiences and as such our Strategic Plan directly addresses the role art plays in empowering and elevating social justice movements and promoting structural change to further equity in our society. SAM is particularly dedicated to racial equity in the workplace because we know that people of color are the most impacted when it comes to both historical and present inequities. We know that equity is not a single fixed destination its ongoing reckoning. As SAM continually strives to be a more inclusive and equitable workplace we are particularly interested in engaging with those who have been historically underrepresented in the museum field. We are dedicated to building a diverse workplace and a sense of belonging for each and every employee because we know our organization is at its best when we celebrate difference.
SAM is an equal opportunity employer. We are an equal opportunity employer and consider qualified applicants for employment without regard to race color creed religion national origin age sex (including pregnancy childbirth or related medical conditions) marital status ancestry sensory physical or mental disability genetic information military or veteran status gender identity or expression sexual orientation citizenship or immigration status or other applicable legally protected characteristic. If you need assistance applying for a role due to a disability or additional need please let us know at The Seattle Art Museum will consider reasonable accommodations for all employees with disabilities to perform the essential functions/duties of the role. If you need an accommodation during the application or interview process please contact For candidates we ask that if possible you wait until youre invited to a screen online technical assessment or interview before requesting an accommodation.
We encourage you to apply. We are dedicated to building a diverse workplace and a sense of belonging for each and every employee because we know our organization is at its best when we include celebrate and embrace difference. We encourage you to submit an application even if your experience doesnt feel like a 100% match with the position. We know applying for a job can be intimidating and research tells us that womxn and folks of color are less likely to apply if they dont see themselves meeting or exceeding every single qualification listed. We encourage you to apply even if you feel unsure about whether you meet every requirement in this job post. You could very well be a great fit for this role or others.
Requirements for employment. In order to be employed by the Seattle Art Museum you must reside in the state of Washington. Employment at SAM is contingent upon successful clearing and maintenance of clearance in both a federal and state criminal background check.
Want to learn more If you havent already check out our Careers page for more on working at SAM.
Though wed love to be able to reply to every question that crosses our desk due to the high volume of applications we receive our HR team is unfortunately unable to offer a response to inquiries requesting search status updates inquiries about hiring timeline or requests to be put in touch with directly with the Hiring Team. If your experiences and capabilities are well suited to an open role our Recruiter or the Hiring Manager will reach out directly to schedule an interview. Thanks for your understanding!
Required Experience:
Senior IC
Employment Type
Full-Time
