Director of Registration, Full Time

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.

FSLA STATUS: Full Time, Exempt
REPORTS TO: Chief of Design
COMPENSATION: $115,000 - $135,000 annually
WORK SCHEDULE: This role is typically scheduled to work standard business hours Monday - Friday. However, the needs of the role, and support of the department, may require occasional evening and weekend work.
BENEFITS: Full Time SAM Staff are eligible to enroll in medical (through Kaiser), dental (through Delta Dental of WA), vision (through Vision Service Pan), and basic life insurance/LTD/AD&D (through LifeMap), as well as a Flexible Spending Account (through Navia Benefit Solutions). FT Staff also have the option to elect Short Term Disability or Supplemental Dental Insurance (through Aflac). FT Staff can participate in SAM’s 403b retirement plan, and begin receiving a guaranteed 3% employer contribution following 1 year & 1,000 hours worked. FT Staff have access to paid time off for vacation, sick leave, bereavement leave, and jury duty per accrual and pro-rated schedules. SAM observes 11 holidays each year, and offers FT Staff 1 paid floating holiday of their choice. FT Staff can opt into a 50% subsidized unlimited Orca card. FT Staff also receive a Patron level membership to SAM, and a Tier III membership to the American Alliance of Museums, as well as access to an onsite fitness facility, SAM’s museum library, a no-cost Employee Assistance Program resource, a 20% discount at the SAM Museum Shop and a 10% discount at SAM’s MARKET cafe, and 8 Home Free Guarantee cab rides home per year.

ESSENTIAL FUNCTIONS:

1. 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
2. Serves as supervisor to 6 registrar team members
3. Devises procedures for creating and maintaining accurate and complete documentation, and for providing other SAM offices with information as needed
4. 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
5. Supervises preparation of indemnity applications and notes any special conditions imposed by the indemnity panel assuring that these are honored
6. Ensures that shipments fall within the appropriate limits-per-conveyance imposed by indemnity and/or insurance
7. Ensures that condition reports are carefully prepared and annotated, as appropriate, to protect SAM in terms of liability
8. Oversees the maintenance of the collection management computer system (TMS) upon which all SAM collection information is based
9. Determines schedules, establishes priorities, assigns responsibilities, and distributes work
10. Ensures that Registration staff oversees the packing, unpacking, and movement of all shipments of works of art
11. Represents the department in museum-wide long-range planning efforts
12. Participates in strategic planning to ensure the overall success of the Museum’s mission
13. Coordinates with the Director of Facilities and Security staff on the safeguarding of galleries and storerooms, as well as special exhibition spaces
14. 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 
15. Directly lead efforts for the creation of annual department budget, monitor and track performance towards these targets, and adjust when necessary
16. 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
17. Ensures through scheduling that exhibitions open on time, and that other deadlines are met
18. Ensures that in-house conservation, photography, and curatorial needs are addressed and met in a timely fashion
19. 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
20. Assures that departmental policies, procedures, and practices conform to current museum professional practices and standards regarding special exhibitions and registration functions
21. Acts as liaison with customs officials for the completion of shipping and customs documents
22. Ensures that all foreign shipments entering or leaving SAM and the U.S. are handled in conformity with the customs regulations of foreign countries
23. Manages SAM rights and reproductions and photography services including contract development and review, review and approval of fee structures, and photography schedule
24. Advises the Director & CEO on all matters of policy related to the registration, borrowing, and lending of works of art
25. Drafts and implements SAM Collections Management Policy and Procedures
26. Prepares and monitors registrars operating budget and reviews various other project budgets including exhibitions
27. Oversees the regular physical inventory of all works of art belonging to and on long-term loan to SAM
28. Manages the development of policies regarding couriers and courier training, organizes, develops, and oversees the courier training sessions for appropriate SAM staff
29. Determines advisability of courier accompaniment and selection for special exhibition transits and SAM loans, as necessary
30. 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
31. 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
32. 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:

1. Master’s degree in Liberal Arts, Art History, or Museum Studies
2. 10+ years in a museum environment, including at least 5 years in management capacity
3. Thorough knowledge of current museum techniques, practices, and standards regarding special exhibitions, registration methods, new acquisitions, collection records and cataloguing, and computerized systems
4. Expert knowledge of fine arts insurance, and U.S. Indemnity regulations and policies
5. Expert knowledge of export licenses, bonding, customs regulations, and security procedures
6. Expert knowledge of acquisition process and procedures
7. 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
8. Excellent interpersonal and oral & written communications skills, strong track record in exercising sound, timely judgment
9. Ability to work successfully with a high degree of ambiguity
10. Ability to apply and adapt practices and techniques to the special requirements of the museum
11. Strong organizational and management skills; ability to work effectively with personnel from many disciplines; experience handling multiple competing priorities and timely, effective decision-making
12. Effectively present information to management, public groups, etc
13. Ability to assure the organization and its mission, programs and services are consistently presented in strong, positive image to relevant stakeholders
14. Ability to represent the Museum with a high level of integrity and professionalism
15. Organizational ability with strong management and supervisory skills
16. Demonstrated ability to establish and maintain effective relationships with Board members, key donors, executives, management, employees, and the public
17. Successfully assess priorities and work well with deadlines, exceptional time management, problem solving, and analytical skills
18. Ability to motivate teams and simultaneously manage several projects
19. Exercise discretion in maintaining confidentiality of sensitive information
20. 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
21. Negotiation, project management, and problem-solving skills required
22. Collaborative and collegial management style
23. Proficiency in Microsoft Office Suite, Zoom, Asana, Slack and internet-based research
24. Demonstrated proficiency and accuracy in using TMS
25. Adhere to and adopt museum policies in a positive and professional manner
26. Ability to pass and maintain security background check clearance
27. Work requires willingness to work a flexible schedule and travel

WORKING 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.

PHYSICAL ACTIVITIES REQUIRED FOR ESSENTIAL FUNCTIONS:

Stationary Work: Approximately 70% of time is spent stationary while working at a desk. Balance of time (approximately 30%) 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 twenty-five (25) pounds of equipment and supplies.

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Come as you are. At Seattle Art Museum (SAM), 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 make us stronger, and better able to further our mission: connecting art to life. Our mission and vision call upon us to be responsive to a wide swath 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. As we strive to be a more inclusive and equitable workplace, we are particularly interested in engaging with folx who hold an identity that has been historically underrepresented in the museum field.

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. SAM is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures, and will consider candidates for employment who may need a reasonable accommodation to perform the essential duties of the job. Please contact the Human Resources Department at HR@seattleartmuseum.org for additional information, or to request reasonable accommodations for the application or interview process.

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 doesn’t 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 don't 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.

Criminal background check. Employment at SAM is contingent upon successful clearing of both a federal and state criminal background check.

Want to learn more? If you haven't already, check out our Careers page for more on working at SAM.

Though we'd 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!

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Last updated on Dec 9, 2024