Assistant Registrar at Fine Arts Museums of San Francisco

Job Title: Assistant Registrar 

Job Status: Full-time

Location: San Francisco, CA

Salary:  $28.53 – $38.24 (Hourly Wage)

Description

The Registration department is responsible for implementation of the Museums’ policies and procedures pertaining to the acquisition, deaccession, storage, lending, borrowing, insurance, movement, transport, and overall disposition of objects in the collections as well as for loans to the Museums. The department staff coordinate, administer, document, report on, and oversee assembly, preparation, installation, and dispersal of art objects; conduct inventories; perform and refer condition reporting on art objects; assess facilities for storage and display of art; propose and manage related projects; follow all institutional procedures for financial transactions including procurement, business travel-related expense, accounts payable, accounts receivable; and participate in the larger museums’ range of activity. 

Under the supervision of the Director of Registration and Collections Management, the Assistant Registrar provides general support and assistance to the department staff in all registration activities with a particular focus on exhibitions. This role maintains department documentation, including records, files, and correspondence, and performs a full range of administrative and registrarial duties.  

Typical Duties and Responsibilities: 

  1. Assists in the accession of objects into the permanent collection, and with exhibition and outgoing loan programs. Uses software programs to document, track, evaluate, and analyze information. Produces documents including but not limited to receipts, releases, loan forms, ArtMove authorization; inputs and retrieves digital-format assets and data. Prepares reports. Reviews and edits materials for completeness, accuracy, format, and compliance with policies and procedures.
  2. In regard to artwork, for collection and loan objects:
    1. Coordinates the safe handling, packing, and shipping of artworks to and from the Museum;
    2. Coordinates the examination of artwork and production of condition reports and receipts;
    3. Communicates with colleagues, donors, lenders, vendors, packers, and shipping agents;
    4. Coordinates and documents conservation examination and treatment of artworks;
    5. Maintains and tracks  locations;
    6. Performs periodic inventory checks and routine collection maintenance activities;
    7. May act as art courier.
  3. Composes draft and final correspondence, memoranda, and other written materials based on knowledge and understanding of FAMSF and department activities.  Maintains and revises filing and record systems; assures that accurate indexing and record controls are in place to expedite efficient information retrieval.
  4. Assists in the maintenance and monitoring of department budget records. Records and tracks expenditures by account. Maintains related digital data entry and filing of hard copies. Produces budget reports for periodic review. Assists in the preparation and research of annual Registration budget and insurance renewal projections. May be involved in risk management documentation such as procurement of Certificates of Insurance, and/or activity related to US Government Indemnity or commercial fine art insurance. Performs other clerical duties as assigned.
  5. Generates and processes forms, purchase order requests, and other materials specific to departmental operations. Coordinates the purchase order system of Registration expenditures with department members. Coordinates Registrars’ expenses relating to work-related travel, including their participation in national and international conferences, or related to art courier work.  Assists in arranging travel for staff and for lenders’ art couriers.
  6. Moves and coordinates the movement of artworks within museum facilities and to/from donors and lenders with curators, conservators, and technicians.  Assists in art inventory and location efforts. Maintains the general order and cleanliness of art storage areas; observing safety and emergency preparation standards.
  7. Assists in the deaccessioning of art objects. Researches using outside resources and Museum resources including curatorial, archival, and registration files. Coordinates transports with auction houses and enters sale records into computerized database.
  8. Maintains department calendar(s); schedules and supervises technical and/or mechanical support; coordinates meetings.
  9. Manages revisions and judicious distribution of FAMSF Facility Reports.
  10. Monitors and maintains working operation of office equipment and orders supplies as needed.

 

Requirements

Minimum Qualifications:

Education:  Bachelor’s degree from an accredited college or university.  Coursework in Art History or Museum Studies preferred. 

Work Experience:  Minimum two years of work experience in administrative, business, or similar professional setting. Minimum one year of full-time paid work in an art-related business or museum preferred. 

Substitution:  Master’s degree from an accredited university in art, art history, museum studies, arts administration, or a closely related field relevant to the job may substitute for one year of experience. 

Skills and Abilities: 

  • Knowledge of and experience with museum registration methods and techniques preferred.  
  • Extremely high proficiency with software and databases, including applications such as Microsoft Office, Outlook, TMS, FilemakerPro, GSuite, and aptitude with principles of collections management database systems.
  • Knowledge of and experience with best practices in handling, housing, packing, storing, moving works of art of all formats and media.
  • Demonstrated organizational skills and knowledge of pertinent office and administrative procedures including: basics in procurement and accounting (A/P, A/R, POs); rigorous art collection documentation practices; receipting; organizing and maintaining digital and hard copy records.
  • Ability to make accurate arithmetic calculations.
  • Ability to establish and maintain effective working relationships with internal museum colleagues, volunteers, and interns; the ability to represent the Museum professionally and effectively to outside professionals, lenders, donors, and members of the community.
  • Ability to efficiently and effectively work on a variety of projects concurrently, with attention to the goals and priorities of the department and the Museums.
  • Extremely high level of accuracy and attention to detail.
  • Excellent written and oral communication skills.

Additional:

COFAM is committed to advancing career opportunities for a diverse pool of qualified and capable talent, centering equity and inclusion across all aspects of our recruitment strategy.

The starting rate for this role is $28.53 per hour. This rate is step 1 of a 7 step union pay scale.

This Union role is eligible for the Museums’ benefits package, including medical, dental, and vision insurance plus a generous time off package.

This position is eligible for a hybrid work schedule. Hybrid schedules typically include at least 3 days a week onsite and up to two days per week working remotely, but schedules for this role may vary based on onsite work needs.

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Application Deadline: Wednesday, January 31, 2024

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HumanResources@famsf.org.

Apply via AAM

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COFAM is the Corporation of Fine Arts Museums and is the privately funded non-profit corporation which supports the Fine Arts Museums of San Francisco, a department of the City and County of San Francisco.

COFAM is proud to be an equal opportunity employer and is committed to a policy of nondiscrimination in all phases of employment in accordance with all federal, state, and local laws. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Comprising the de Young Museum in Golden Gate Park and the Legion of Honor in Lincoln Park, we are the largest public arts institution in the City of San Francisco and one of the largest art museums in the United States. The de Young, designed by Herzog & de Meuron and located in Golden Gate Park, showcases American art from the 17th through the 21st centuries, international contemporary art, textiles and costumes, and art from the Americas, the Pacific, and Africa. The Legion of Honor displays a collection of over 4,000 years of ancient and European art including Auguste Rodin’s The Thinker and houses the Achenbach Foundation for Graphic Arts in a Beaux-Arts style building overlooking Lincoln Park and the Golden Gate Bridge.