Visual Arts and Registrarial Assistant

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Description

The Visual Arts and Registrarial Assistant job will consist of three categories:

1. Light art conservation;

2. Registrarial tasks;

3. Departmental administrative work.

The Visual Arts and Registrarial Assistant will be personable and task-oriented with a love for detail and working knowledge of spreadsheet and database software. Because the conservation and care will take place weekdays, before public hours, the normal start time for this job will be 8am with the morning art checks being overseen by the Director of Installation. This position reports to the Director of Exhibitions/Senior Curator and works closely with the Exhibition Manager/Senior Registrar.

Primary responsibilities include but are not limited to:

1. Departmental clerical support

Helping curators correspond and communicate with artists, galleries and partner organizations
Managing logistics for artist site visits, including transportation and housing
Maintaining the Visual Arts Department online image database, and work with interns on the use of this resource
Reviewing and responding to unsolicited artist submissions, and requests from partner artists and institutions
Formatting and maintaining accurate exhibition checklists.
Maintaining the departmental calendars, organizing and taking minutes of department meetings

2. Artwork Conservation, Maintenance, and Cleaning

Working with Exhibition Manager/Senior Registrar to lead the charge on daily gallery art checks along with the Art Fabrication team
Keep a log of detailed care instructions for artworks on view
Maintaining artworks daily as needed
Working with Exhibition Manager/Senior Registrar on conservation plans including determining when and if work will need to be taken on by outside consultants

3. Registrarial Work

Generating loan forms for all exhibitions, and maintaining loan conditions for long-term projects
Creation and logging of condition reports of works upon arrival and before leaving the premises
Creating and maintaining packing and installation instructions for all artwork, including exhibition binders for both internal use and travel as needed
Working with the Exhibition Manager/Senior Registrar to manage incoming and outgoing transportation of all loans, both domestic and international shipments. This includes: obtaining competitive bids to lower transportation budget costs; contracting with shipping companies, working with Visual Arts staff to determine transport scheduling; overseeing and completing all customs-related documentation; and ordering special packing needs.
Communicating the shipping schedule to artists, lenders, and the rest of the Visual Arts Department
Filing releases and receipt of delivery documentation
Organizing department bills and reimbursement including coding all expenses for payment
Managing excel spreadsheets and databases for checklists and shipping

Requirements
Qualifications
• Bachelor’s degree and a minimum of 2 years administrative and/or museum experience
• Strong personal skills, and a good communicator
• Highly organized and detail/task oriented
• Willing to work in a small, fast-changing and dynamic work environment.
• Knowledge of Excel, Word, and Google Suite; familiarity with filemaker and image-sharing systems a plus