The Associate Registrar for Loans and Exhibitions is a member of the Collections Management Department, reports to the Registrar for Loans and Exhibitions and is responsible for certain assigned tasks and general support in managing cyclical, incoming and outgoing loans. Assists with the management of in-house produced, traveling, and incoming traveling exhibitions; manages certain in-house produced temporary exhibitions and gallery change-outs as assigned.
Loan Management: Assist the Registrar with incoming and outgoing loan arrangements with institutions and individuals, including documentation: compiling information and producing loan agreements, issuing and monitoring certificates of insurance, conducting incoming and outgoing condition reports in written form and in annotated form on digital images of objects; monitoring shipping arrangements, recording loan activity including location into the collections database; responsibilities also include the coordination of receiving incoming shipments and releasing outgoing shipments with other departments; packing collections objects for shipping, contract crating and shipping arrangements, and scheduling of packing. This responsibility requires keeping current on legal and ethical issues regarding loans and transits and information regarding proper crating and packing.
Accountability for Borrowed and Loaned Collections: Assist the Registrar with tracking and accounting for all incoming and outgoing loaned materials, from point of entry or point of departure until they are returned to owner, with return documentation; includes management of loan number tracking system and responsibility for final resolution of all loan numbers.
Lender Relations: Responsibilities include corresponding with lenders and potential lenders regarding Museum policies and procedures for loans, including correspondence necessary for Museum to enter a proper and well-documented bailment, for proper return and documentation of borrowed items, and for answering any other inquiries from a lender about their loan. Position requires the Associate keep current on all legal and ethical issues regarding museum loans.
Exhibitions: Preparing permanent collection and loan objects for exhibition; managing those objects from unpacking to condition reporting to staging to coordinating their availability for design and mount-making purposes; coordination movement and handling for exhibit installation and deinstallation. Coordinating with Curatorial, Conservation and Exhibit Design Departments on aspects of exhibition development including conservation, framing, mount design, mount fabrication; obtaining necessary permissions from lenders. Assists the Registrar for Loans and Exhibitions as a contract manager for all incoming loans, making certain that all concerned know and fulfill terms of loan contract.
Budget: Assisting the Registrar for Loans and Exhibitions with obtaining estimates for the development of the annual budget, processing invoices and monitoring expenditures. Researching/ recommending supply purchases and following through on procedures per the Finance Department, adhering to processes developed within the Collections Management Department.
Maintenance: Responsible for the maintenance of Loans and Exhibitions workspaces and Collections Storage set-aside areas; including organizing and maintaining order of Loans and Exhibitions materials and technical supplies.
Supervision of Other Staff: The training, supervision and scheduling of volunteers, interns, vendors and other staff with regard to Loans and Exhibitions tasks and procedures.
General Collections Management Department Work: All members of the Collections Management Department are responsible for the overall security and well‑being of the Museum collections, including monitoring and practicing proper handling and transport of collections; being present and alert in collections areas when non-collections personnel and visitors are present; knowing and following Museum policy and procedures regarding security of the premises and collections; and being available for after-hours emergencies.
Other Duties as Required: The professional staff members of the Autry Museum act as a team to promote and perform to the best interests of the institution. As a member of this team the Associate Registrar for Loans and Exhibitions will be called upon to represent the department and/or the institution at special events, including occasional after-hours special events, and to participate in institution‑wide projects. The Autry reserves the right to add or change duties at any time.
Professionalism: Through membership in professional organizations, reading professional literature and attendance at meetings, workshops and seminars, members of the Collections Management Department will stay current with professional philosophies, procedures and practices ‑‑ especially those pertaining to management of collections.