POSITION SUMMARY

The Assistant Registrar for Loans and Exhibitions is a member of the Collections Management Department, reports to the Registrar for Loans and Exhibitions and is responsible for certain assigned tasks and general support in managing cyclical, incoming and outgoing loans. Assists with the management of in-house produced, traveling, and incoming traveling exhibitions; acts as lead on certain in-house core gallery loan changes-outs as assigned.

ESSENTIAL FUNCTIONS

Loan Management: Assists the Registrar with incoming and outgoing loan arrangements with institutions and individuals, including documentation: compiling information and producing loan agreements, recording and filing certificates of insurance and related valuation information, conducting incoming and outgoing condition reports in written form and in annotated form on digital images of objects; assisting with receiving and releasing object shipments, recording loan activity including location into the collections database; and packing collections objects and loans for shipping and inter-campus transfer. This responsibility requires keeping current on proper crating and packing methods.

Accountability for Borrowed and Loaned Collections: Assists the Registrar with tracking and accounting for all incoming and outgoing loaned materials, from point of entry or point of departure until they are returned to owner, with return documentation; includes management of loan records in the MIMSY database.

Lender Relations: Responsibilities include corresponding with current lenders for loan renewals, maintaining loan records and agreements, issuing arrival and return documentation for borrowed items, and for answering any other inquiries from a lender about their loan. Position requires the Assistant to keep current on legal and ethical issues regarding museum loans, as well as related Collections Management department policies and procedures.

Exhibitions: Preparing permanent collection and loan objects for exhibition; managing those objects from pulling and/or unpacking to condition reporting to staging and coordinating movement and handling for exhibit installation and deinstallation. Assists the Registrar in coordinating work with Curatorial, Conservation, Exhibits and Design Departments on aspects of exhibition development including conservation treatments, framing, mount design, mount fabrication, photography, and obtaining necessary permissions from lenders.

Budget: Assisting the Registrar for Loans and Exhibitions with processing invoices and monitoring expenditures. Researching/ recommending supply purchases and following through on procedures per the Finance Department.

Maintenance: As part of the Loans and Exhibitions team, the Assistant shares responsibility for the maintenance of Loans and Exhibitions workspaces and Collections Storage set-aside areas; including organizing and maintaining order of Loans and Exhibitions materials and technical supplies.

Supervision of Other Staff: Supervision of interns, vendors and other staff as assigned by the Registrar with regard to Loans and Exhibitions tasks and procedures.

Professionalism: Through membership in professional organizations, reading professional literature and attendance at meetings, workshops and seminars, members of the Collections Management Department will stay current with professional philosophies, procedures, and practices especially those pertaining to management of collections.

OTHER FUNCTIONS

General Collections Management Department Work: All members of the Collections Management Department are responsible for the overall security and wellbeing of the Museum collections, including monitoring and practicing proper handling and transport of collections; being present and alert in collections areas when non-collections personnel and visitors are present; knowing and following Museum policy and procedures regarding security of the premises and collections; and being available for after-hours emergencies.

Other Duties as Required: The professional staff members of the Autry Museum act as a team to promote and perform to the best interests of the institution. As a member of this team the Assistant Registrar for Loans and Exhibitions will be called upon to represent the department and/or the institution at special events, including occasional after-hours special events, and to participate in institutionwide projects. The Autry reserves the right to add or change duties at any time.

Onsite work at the Autrys Burbank and Griffith Park campuses, with occasional offsite work. Possibility of limited work from home hours after probation period.

MINIMUM QUALIFICATIONS

Education and Experience:

• Academic: Bachelors degree in related field, such as Museum Studies, History, Anthropology, Conservation or Art/Art History.
• Professional: One (1) to three (3) years of related experience with collections in a museum setting, or an equivalent combination of academic qualifications, internships or work experience.
• General comprehension of the basic physical nature of a variety of materials as represented in the museums collection.

Knowledge, Skills and Abilities:

• Excellent oral and written communication and interpersonal skills, including the ability to write routine professional correspondence;
• Excellent attention to detail and ability to recognize discrepancies;
• Strong planning and organizational skills, including agile management of multiple tasks and competing deadlines;
• Strong problem-solving skills and ability to exercise sound independent judgment;
• Demonstrated ability to work effectively both independently and as part of a team;
• Ability to see and manage multiple perspectives with diplomacy;
• Spatial and visual acuity
• Computer skills: Word processing, spreadsheet management, collections management software, virtual collaboration tools.
• Photography skills: Knowledge of digital camera and handheld tablet equipment, software, and image editing software is an advantage

WORKING CONDITIONS

• Standing or walking 2-4 hours at a time, up to 8 hours per day;
• Sitting at a computer 2-4 hours at a time, up to 8 hours per day;
• Lifting and carrying objects weighing up to 35 pounds;
• Lifting objects weighing up to 100 pounds and carrying them up to 100 feet with one or two other staff members may be required upon occasion;
• Pushing or pulling of heavy carts, moving crates and other containers by dolly or pallet-jack;
• Working with manual and light-duty power tools;
• Bending, squatting, reaching and lifting overhead, kneeling, climbing ladders up to 12 feet high;
• Occasional work in indoor low temperatures.

COVID-19 PROTOCOL

We take the health and safety of our colleagues, visitors, and their families very seriously. To that end, we have concluded that the best way to ensure the safety of everyone is to require that all staff be fully vaccinated for COVID-19.

Please know that in order to become employed by Autry Museum you may provide satisfactory proof that you are fully vaccinated for COVID-19. More information will be provided as we move along in the recruitment process.

BENEFITS PACKAGE

• Best-in-class healthcare insurance plans:

  • 2 Medical HMOs - Narrow Network and Full Network

  • 2 Medical PPOs - Traditional and High Deductible PPO with Health Savings Account (HSA)

  • 2 Dental Plans

  • 1 Vision Plan

  • Health Reimbursement Account (HRA) to cover eligible costs of healthcare

• Flexible Spending Accounts (FSA) for medical and dependent care costs

• Paid Time Off policies that include vacation, holidays, sick time, and bereavement leave.

• 403(b) retirement plan with employer contributions.

• Employer-paid Life Insurance.

• Additional opportunities to enroll in Supplemental Insurance plans, including:

  • Voluntary Life Insurance

  • AD&D (Accidental Death & Dismemberment) Insurance

  • Critical Illness Insurance

  • Long-Term Disability Insurance

  • Pet Insurance

  • Identity Theft Insurance

Please note you must be a California resident - we are not a multi-state employer.