Associate Registrar for Loans Out and Exhibitions at Harvard Art Museums

Job Summary

The Harvard Art Museums—the Fogg Museum, the Busch-Reisinger Museum, and the Arthur M. Sackler Museum—advance knowledge about and appreciation of art and art museums. The museums are committed to preserving, documenting, presenting, interpreting, and strengthening the collections and resources in their care. The Harvard Art Museums bring to light the intrinsic power of art and promote critical looking and thinking for students, faculty, and the public. Together, the collections include over 255,000 objects in all media.

Position Description

Reporting to the Assistant Director for Registration, the Associate Registrar for Loans Out and Exhibitions oversees the planning, implementation, and documentation of assigned incoming and outgoing loans adhering to Collections Management’s policies and procedures.

Duties & Responsibilities:              
 

• Serves as key internal and external liaison by communicating and soliciting pertinent information, coordinating necessary loan preparation, ensuring loan compliance, and staying on budget and schedule.
• Reviews and prepares loan contracts and all related legal documentation in consultation with curatorial, conservation, collections management, and other departments as necessary.  Reviews facility reports for potential borrowers. Evaluates and completes insurance documentation. Monitors loan negotiations to ensure that paperwork is completed in a timely manner.
• Generates budget estimates and tracks expenditures for packing, crating, shipping, couriers, loan fees, conservation, and loan preparation.
• Coordinates and manages logistics with lenders, borrowers, shippers, and shipping agents for safe handling, packing, and transportation, adhering to requirements and the highest museum standards. Supervises in-house fine art packers and external vendors.
• Creates physical and virtual courier schedules and oversees all related arrangements.
• Collaborates with the Assistant Director for Registration to develop courier policy and procedures, define eligibility, and implement annual courier training program.  Conducts courier training of new and current staff once training program is completed. 
• Updates and maintains loan documentation as well as related digital files and records utilizing The Museum System (TMS).
• Contributes to and updates Loans Out and Exhibitions policies and procedures.
• Keeps abreast of current trends in museum registration adhering to current practices including U.S. and International customs procedures (CITES, Fish & Wildlife, OFAC, etc.). Collaborates with key stakeholders to research and develop innovative tools and technologies and undertakes special projects as required.
• Oversees and mentors intern or student worker.
• Serves as courier when necessary.