Associate Registrar, Acquisitions and Outgoing Loans

Job Details

Job Title: Associate Registrar, Acquisitions and Outgoing Loans
Location: Sarasota, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 62723

Responsibilities

The Associate Registrar of Acquisitions and Outgoing Loans is part of the Collections Department at The Ringling and reports to the Assistant Director of Collections and Senior Registrar. This position coordinates and organizes all registrarial aspects for acquisitions to, and outgoing loans from, the permanent collection of The Ringling.

• Develops hardcopy and digital files for all temporary deposits and accessioned objects, and assures accuracy of all records. Coordinates with Conservation staff to conduction condition reports for all incoming acquisitions, and organizes the presentation of objects onsite for the museum's regularly scheduled Board of Trustee meetings. Is responsible for executing all required incoming paperwork for proposed acquisitions and overseeing the incoming shipping and transport logistics for such works. Works with the Assistant Director of Collections and Senior Registrar to compile and disseminate all required Pre-Board and Board forms to appropriate staff and constituents prior to scheduled meetings. After objects are approved or declined for accessioning into the permanent collection, coordinates the development and issuing of all Deeds of Gift, Sale Receipts, or Purchase Agreements, as appropriate, and updates associated object records. Is also responsible for coordinating any return shipping arrangements and associated paperwork, as well as completing the cataloging, documentation, and re-housing of all new acquisitions. As able, supports Curatorial staff in research projects on the permanent collection.
• Manages, coordinates, and oversees all outgoing loans from The Ringling's permanent collection. Duties include: documenting loan requests, records, and all associated paperwork in TMS; coordinating with Curatorial and Conservation staff for the presentation of loan requests to the Board of Trustees for approval; reviewing and negotiating outgoing loan agreements; organizing and coordinating shipping and crating needs for objects; organizing, negotiating, and evaluating transport logistics and routes with borrowing institutions and associated brokers/vendors; coordinating courier logistics; acquiring and confirming insurance for outgoing loans; updating TMS with all related travel and loan documentation, as required; and ensuring the execution and implementation of The Ringling's loan policies and procedures for the safety of works traveling from the permanent collection.
• Maintains and secures all photographic records of objects in the permanent collection, as well as exhibition installations and gallery rotations, and coordinates professional photography for new and existing works as part of the acquisition process, or as needed/requested. Is responsible for the proper storage, data entry, identification, and distribution of images files for the collection, and supports the development of related policies and procedures for the future implementation of a Digital Asset Management System for the organization. Manages and oversees Rights and Reproduction requests for permanent collection objects, and processes each in accordance with the museum's Rights and Reproduction policy and fee schedule.
• Collaborates with the Registration department to develop, update, and review Collections procedures, workflows, and standards. Performs basic cleaning maintenance of all gallery spaces on campus, as able.
• Implements and/or carries out emergency protective measures and maintenance of storage and gallery spaces, as needed. Communicates required emergency related notifications to lenders and other outside entities, as needed.
• Oversees the maintenance of all department vehicles (Sprinter van and Mack Truck), keeping complete records of past and required service, coordinating a regular service schedule with appropriate vendors, and communicating updates, service needs, and maintenance requirements to all department and FSU staff.
• May be required to travel (nationally or internationally) to serve as a Museum courier. Assignments are based on the needs of the Museum. Courier training and certification is required prior to the incumbent serving in this capacity. All training is provided by The Ringling.

Qualifications

• Bachelor's degree and four years of relevant experience, or a combination of post-high school education and experience equal to eight years.
• Valid Florida Driver's License or the ability to obtain prior to hire.

Preferred Qualifications

• Experience with: Loan Management, Collection Management Systems, Cataloging, Fine art shipping, Fine art insurance, Understanding and executing contract requirements
• Ability to: Use critical thinking skills and problem solve, Work independently and in a team setting, Stay organized with a high level of attention to detail, Climb ladders, lift, and move objects up to 50 lb.
• Knowledge of: Microsoft 365 including Adobe and Word