Associate Registrar, Collections

Position Overview: Reporting to the Director of Collections and Exhibitions Planning, and drawing from a growing collection of 3,400 artworks, the Associate Registrar, Collections serves as an integral role managing the museums Acquisitions and Outgoing Loan programs, including responsibilities pertaining to the stewardship of PAMM’s permanent collection, insuring the overall safety, preservation, and documentation of all accessioned artworks on view, in storage, and on loan. This position safeguards protocols and carries out the daily management and related activities associated with the permanent collection.  

Applicants must submit a cover letter and resume for consideration.

Essential Functions included, but are not limited to: 

• Oversees all Acquisitions in preparation for quarterly Acquisitions and Loans Meetings:
  • Prepares and disseminates temporary loan agreements, COI’s, Gift Offer Forms, makes packing/shipping arrangements to PAMM, receives shipments, and conducts unpacking, creates unpacking notes and incoming condition checks in collaboration with Preparation.
  • Prepares presentation of objects selected for viewing by Acquisitions and Loans Committee, in collaboration with Preparation.
  • Attends all quarterly Acquisitions and Loans Meetings.
  • Processes payment and gift paperwork.
  • Processes vendor payments, donor Deeds of Gift, and returns denied acquisitions as necessary.
  • Completes formal accessioning process, consistently updating the museum’s database - TMSC.
  • Maintains all relevant forms and records for new acquisitions. Responsible for making past and incomplete digital and hard copy collection files current.
• Oversees all Outgoing Loans from the permanent collection:
  • Receive, track and disseminate new loan requests to Director of Collections and Exhibitions Planning and Curatorial for review at monthly C&E / Curatorial - AX/OGL review meetings.
  • Insure included on quarterly Acquisitions and Loans Meeting
  • Requests and reviews borrower GFR and fine art insurance policy toward the loan review process, provides feedback to aid in institutional decision-making process.
  • If approved: assembles formal approval letter and informs borrower’s registrar. Creates project plan and timeline for coordination of all packing, crating, production of condition report, packing notes, and any installation instructions, courier requirements, and international shipping requirements borrower must follow including all related costs borrower is responsible for.
  • Creates, manages, and negotiates Outgoing Loan Agreement in consultation with Director of C&E and Legal Counsel as appropriate.
  • Conducts all post approval logistics to ensure safe transportation, handling, install/deinstall, and care of loans in borrower’s custody.
  • If denied assembles formal denial letter and informs borrower.
• Processes and manages all Long-Term Loans to the permanent collection as necessary.
• Oversees and process all Deaccessions, if necessary.
• Responsible for tracking and managing RH/Temp needs in onsite art storage and galleries:
  • Tracks RH/Temp level fluctuations across three platforms to identify trends and garner statistics to ensure consistency.
  • Addresses fluctuations and communicates concerns to Directors of Collections & Exhibitions Planning and Facilities to bring levels back to range.
• Ensures the maintenance, cleanliness, and organization of PAMM’s onsite storage in collaboration with other Registrars and Preparators.
• Responsible for the intra-museum safe packing and transit of all permanent collection works relating to onsite storage optimization when capacity limits are reached.
• Coordinates photography of all permanent collection works.
• Maintains all permanent collection records in TMSC, digital and paper files following PAMM’s established standards. Advises on new and improved approaches to optimize workflow and long-term file preservation and accessibility.
• Drafts, updates and keeps current the Acquisitions and Outgoing Loan Policies and Procedures.
• Assists in the implementation and compliance of PAMM’s Acquisitions and Collections Management Policy and Procedures.
• Addresses, researches, and resolves all collection conundrums.
• Coordinates regular maintenance and annual conservation treatment of outdoor sculpture.
• Coordinates necessary conservation evaluation and treatment of permanent collection objects as part of ongoing collection care.
• Performs quarterly collection audits of works located onsite and at offsite storage facilities.
• Provides 30% oversight of Assistant Registrar related duties supporting the Collections program.
• Serves as (and assigns) courier, virtual or in person, for all Outgoing Loans, when needed.
• May support onsite exhibition installation and de-installations, when needed.
• May be assigned interns or fellows.
• Other duties as assigned.