What are the responsibilities and job description for the Associate Registrar position at The Detroit Institute of Arts?
JOB TITLE: Associate Registrar
DEPARTMENT: Registrar
REPORTS TO: Director, Registration
CLASSIFICATION: Full-Time, Exempt
REMOTE WORK ELIGIBILITY: Partial
GENERAL SUMMARY
Under the guidance of the Director, Registration, the Associate Registrar performs responsible work in connection with the administration of policies and procedures for acquisition, exhibition, and disposition of accessioned and borrowed art objects.
ESSENTIAL FUNCTIONS
- Receive all incoming acquisition notices and coordinate and manage acquisition processes with all internal and external stakeholders.
- Prepare acquisition reports for Collection Committee and Board of Directors approval; attend all Collection Committee meetings.
- Mediate and negotiate on an ongoing basis between the DIA and donor/seller the terms of agreements, costs, scheduling, insurance, shipping, packing, storage, and handling of all acquisitions.
- Review and prepare DIA purchase and gift agreements.
- Verify clear title and review and document donor and/or artist restrictions.
- Execute and coordinate packing and shipping arrangements with internal and external stakeholders.
- Process incoming objects including record photography and condition reports, assign and mark temporary and permanent object numbers.
- Submit and process invoices and billing for acquisitions.
- Coordinate in line with domestic and international regulations the import and export of works of art and apply for any required permits.
- Execute financial reporting related to the department in accordance with policy.
- Assist with maintenance and development of procedures and terminology for data entry in The Museum System (TMS).
- Create and maintain electronic and paper collection records in accordance with DIA standards.
- Field and respond to internal and external requests for collection research, information, and viewing collection objects.
- Complete registration duties and projects for loans, exhibitions, and deaccessions as assigned.
- Collaborate with conservation and collections management to schedule and supervise installation of new acquisitions.
- Travel as a courier with permanent collection, loans, and traveling exhibitions. Supervise handling at airports, truck shipments, packing, prepare condition reports and oversee installation/ de-installation.
- Participate in collection inventories.
- Apply DIA values to interactions to support a culture of belonging among internal and external stakeholders.
- Perform other duties as assigned.
QUALIFICATIONS
EDUCATION AND EXPERIENCE
Bachelor's degree in art history, museum studies, or related field required, master’s degree in art history or museum studies preferred. Five (5) years of experience in a museum registration department. Additional years of experience may be substituted for the degree requirement.
KNOWLEDGE, SKILLS, AND ABILITIES
- Working knowledge of museum registration including policies, procedures, accessioning, exhibitions, cataloguing, collections, loans and/or documentation management.
- Demonstrated collaboration skills to work across departments and divisions internally and with diverse stakeholders externally.
- Must possess the understanding and sensitivity required to handle, store, and display museum-quality artworks in compliance with the American Alliance of Museums Standards for collections and current legal and ethical practices for museum.
- Must possess an understanding and practical application of established procedures for the registration and movement of museum quality artworks with regards to packing, domestic and international shipping, domestic and international customs regulations, fine arts insurance standards, legal title research, and museum records management.
- Demonstrated organizational skills to plan, manage, prioritize, and complete multiple on-going projects to meet deadlines and goals.
- Ability to provide information, ideas, and instructions clearly, effectively, and professionally through talking or writing.
- Demonstrated ability to speak publicly, including presenting or sharing information in a clear, effective, and engaging manner suited to the audience.
- Demonstrated research and analysis skills to identify critical information and complete projects and goals.
- Ability to travel nationally and internationally as needed.
- Experience with collections database software, The Museum System (TMS) preferred.
- Must be able to advocate for collection care and conservation standards to ensure safety of artworks.
- Must possess a demonstrated understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information.
- Ability to work occasional weekend and evening hours for special events.
- Must be proficient in the latest version of Microsoft Office 365.
- Must have proficiency in the use of remote work technology such as scheduling with, connecting to, and using digital collaboration platforms such as Microsoft Teams.
- Must be able to establish and maintain professional, productive and courteous interactions that promote positive teamwork. This encompasses going beyond giving and receiving instructions and includes but is not limited to (a) performing work activities requiring interacting or speaking with others; and (b) responding appropriately to constructive feedback or suggestions for improvement from a supervisor.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Upon receiving notice, reasonable accommodations may be made, if possible, to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate and exchange accurate information using various methods including in-person, virtual, telephone, and email.
This job description describes the general nature of the duties and requirements of this job. It is not intended to be an exhaustive list or to limit the supervisor’s ability to modify work assignments as appropriate.
THE DETROIT INSTITUTE OF ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.