Registrar for the Permanent Collection & Loans Out

Job Description:\n\nESSENTIAL DUTIESResponsible 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 museum’s 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 reportsCoordinate the construction of shipping crates and other outside services, consulting with the Conservation Department for safe packing and handling during shipmentExecute 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/lenderDevelop and monitor budgets for packing, shipping, and insuring of loans to the museum for proposed acquisitionResponsible 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 seller’s warranty, and estate releases, co-ownership agreements, and execute IRS formsWork closely with colleagues in organizing the Board of Trustees Committee on Collection meetingsTrack partial and promised gifts, including updating documentation to reflect changes in percentages or status of giftsPerform quarterly audits and participate in annual inventory of the Permanent CollectionEnsure accurate records for art collections in the collection database (TMS) Assist supervisor with annual inventory of SAM collections and objects on long-term loanOversee 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 inquiriesReview borrower’s facility reports to ensure that proper security, climate control, fire protection, staffing, and insurance, among other items, are in place for potential borrowersExecute Loan Out agreements and ensure that Conditions of Loan are met and that the highest standards in the safe, professional handling of the museum’s collection are consistently followedCoordinate 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 vendorsCoordinate outgoing (and return) condition reports with Conservation DepartmentEnsure 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 programLead 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 assignedTrain and mentor Assistant Registrar to practice excellence and to be creative in problem solvingEstablish a professional development plan and annual review process to support the growth and success of this Assistant RegistrarGeneral – 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 PolicyOversee 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 foreign international shipments, and receipts to lenders/donors/vendorsCultivate relationships with the museum’s 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 shipmentsOccasional art handling may be required Act as courier in as needed Other Duties – 5%Maintain a general knowledge of all procedures utilized by the Registrar’s 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 service—creating positive, meaningful experiences for all visitors, every timeParticipate in institutional learning opportunities to grow our collective understanding and integration of antiracism, cultural competency, and equity values into SAM’s workWE ARE LOOKING FORRequired QualificationsBachelor’s degree Liberal Arts, Art History, Museum Studies, or equivalent combination of education and experienceSeven years’ experience in a museum environment with a focus on permanent collection and registration, including two years in a people management capacityKnowledge of current museum techniques, practices, and standards regarding exhibitions, registration methods, new acquisitions, collection records, cataloguing, and computerized systemsUnderstanding 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 materialsIn 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 terminologyKnowledge of basic art conservation and security design requirementsKnowledge of budgeting and project management practicesStrong track record in exercising sound, timely judgmentAbility to build positive working relationships within as well as outside of organizationNegotiation, project management, and problem-solving skillsDemonstrated ability to establish and maintain effective relationships with Board members, donors, executives, management, and employeesProactive and professional verbal and written communication, with an ability to tailor communications according to audienceSupervisory skills; ability to motivate teams and simultaneously manage several projectsSuccessfully assess priorities and work well with deadlines, time management, problem solving, and analytical skillsExercise discretion in maintaining confidentiality of sensitive information Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet-based research Proficiency with TMS/Gallery SystemsAbility to pass and maintain security background check clearance Preferred QualificationsPost-graduate work preferredFamiliarity with foreign languages (especially French, German, Spanish, Italian) to interpret international correspondence, invoices, and documents and to assist couriers as neededAPPROACH TO WORKWe 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 we’re 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 – it’s a commitment to care for everyone we work with.Be Collaborative: We know that the success of the collective is paramount – we’re all working towards a common goal.

Our diverse perspectives strengthen our work, so we default to inclusion.

We’re 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.

We’re 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 don’t 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 we’re part of.

We bring integrity and joy to our interactions with others – centering welcoming, engaging, and inspiring interactions with and within SAM.WORK SCHEDULEThis 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 SAM’s current hybrid work policy and expectations.

SAM’s hybrid work policy is subject to change.COMPENSATION: $89,300 - $94,000 WORK CONDITIONSExposure: 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.ACCOMMODATIONThe 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 . 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, it’s 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 you're invited to a screen, online technical asse

Full-time