Director of Registration

OVERVIEW: The Director of Registration heads the Department of the Registrar, a 6-person department responsible for maintaining records on all works of art owned by or entrusted to the care of the Seattle Art Museum across its three sites, and for the location, safety, movement, and transport of these works of art, proactively minimizing risks to the works of art and to SAM.

REPORTS TO: Chief of Design
COMPENSATION: $115,000 – $135,000 annually

ESSENTIAL FUNCTIONS:

• Directs and manages the Department of the Registrar, which is responsible for initiation and maintenance of records on all works of art entering, leaving, acquiring, or in storage with SAM, across all 3 sites
• Serves as supervisor to 6 registrar team members
• Devises procedures for creating and maintaining accurate and complete documentation, and for providing other SAM offices with information as needed
• Acts as the Museum’s fine arts risk manager, selects and maintains SAM fine arts insurance policy and notes any limits, restrictions, and special conditions regarding the permanent collection and loans
• Supervises preparation of indemnity applications and notes any special conditions imposed by the indemnity panel assuring that these are honored
• Ensures that shipments fall within the appropriate limits-per-conveyance imposed by indemnity and/or insurance
• Ensures that condition reports are carefully prepared and annotated, as appropriate, to protect SAM in terms of liability
• Oversees the maintenance of the collection management computer system (TMS) upon which all SAM collection information is based
• Determines schedules, establishes priorities, assigns responsibilities, and distributes work
• Ensures that Registration staff oversees the packing, unpacking, and movement of all shipments of works of art
• Represents the department in museum-wide long-range planning efforts
• Participates in strategic planning to ensure the overall success of the Museum’s mission
• Coordinates with the Director of Facilities and Security staff on the safeguarding of galleries and storerooms, as well as special exhibition spaces
• Supervision of appropriate staff in arranging for closure doors, special keying of doors as appropriate, as well as restricting access to storerooms and installation spaces
• Directly lead efforts for the creation of annual department budget, monitor and track performance towards these targets, and adjust when necessary
• Develops work schedules to meet deadlines and to fulfill objectives for both the permanent collection and loans to/from SAM, determining schedules based on SAM priorities
• Ensures through scheduling that exhibitions open on time, and that other deadlines are met
• Ensures that in-house conservation, photography, and curatorial needs are addressed and met in a timely fashion
• Monitors legal and ethical implications and care standards of all art transactions, including loans of works of art to and from SAM’s collections and art acquisitions
• Assures that departmental policies, procedures, and practices conform to current museum professional practices and standards regarding special exhibitions and registration functions
• Acts as liaison with customs officials for the completion of shipping and customs documents
• Ensures that all foreign shipments entering or leaving SAM and the U.S. are handled in conformity with the customs regulations of foreign countries
• Manages SAM rights and reproductions and photography services including contract development and review, review and approval of fee structures, and photography schedule
• Advises the Director & CEO on all matters of policy related to the registration, borrowing, and lending of works of art
• Drafts and implements SAM Collections Management Policy and Procedures
• Prepares and monitors registrars operating budget and reviews various other project budgets including exhibitions
• Oversees the regular physical inventory of all works of art belonging to and on long-term loan to SAM
• Manages the development of policies regarding couriers and courier training, organizes, develops, and oversees the courier training sessions for appropriate SAM staff
• Determines advisability of courier accompaniment and selection for special exhibition transits and SAM loans, as necessary
• Facilitates the determination of works of art suitable for off-site storage, frequently visits all off-site storage facilities to ensure the maintenance of site per the established criteria for the safe housing of works of art under SAM’s jurisdiction
• Administers personnel procedures in the registrar department including hiring, preparing position descriptions, assessing staff needs, assigning tasks, recommendations for promotion and awards, training, work assignments, performance evaluations, and disciplinary actions
• Participates in, collaborates on, and/or supervises special projects including but not limited to collections installation, emergency procedures, building renovations and long-range planning

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Master’s degree in Liberal Arts, Art History, or Museum Studies
• 10+ years in a museum environment, including at least 5 years in management capacity
• Thorough knowledge of current museum techniques, practices, and standards regarding special exhibitions, registration methods, new acquisitions, collection records and cataloguing, and computerized systems
• Expert knowledge of fine arts insurance, and U.S. Indemnity regulations and policies
• Expert knowledge of export licenses, bonding, customs regulations, and security procedures
• Expert knowledge of acquisition process and procedures
• Familiarity with foreign languages (especially French, German, Spanish, and/or Italian) to interpret international correspondence, invoices, and documents pertaining to shipments and to assist couriers if preferred
• Excellent interpersonal and oral & written communications skills, strong track record in exercising sound, timely judgment
• Ability to work successfully with a high degree of ambiguity
• Ability to apply and adapt practices and techniques to the special requirements of the museum
• Strong organizational and management skills; ability to work effectively with personnel from many disciplines; experience handling multiple competing priorities and timely, effective decision-making
• Effectively present information to management, public groups, etc
• Ability to assure the organization and its mission, programs and services are consistently presented in strong, positive image to relevant stakeholders
• Ability to represent the Museum with a high level of integrity and professionalism
• Organizational ability with strong management and supervisory skills
• Demonstrated ability to establish and maintain effective relationships with Board members, key donors, executives, management, employees, and the public
• Successfully assess priorities and work well with deadlines, exceptional time management, problem solving, and analytical skills
• Ability to motivate teams and simultaneously manage several projects
• Exercise discretion in maintaining confidentiality of sensitive information
• Exceptional written and verbal communication and interpersonal skills, ability to communicate and interact and to work effectively with a wide range of constituencies in a diverse community
• Negotiation, project management, and problem-solving skills required
• Collaborative and collegial management style
• Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet-based research
• Demonstrated proficiency and accuracy in using TMS
• Adhere to and adopt museum policies in a positive and professional manner
• Ability to pass and maintain security background check clearance
• Work requires willingness to work a flexible schedule and travel