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The Outgoing Loan Program makes NYPL’s collections accessible through exhibition loans to other cultural institutions. NYPL is hiring an Associate Registrar, Loans, who is responsible for managing the Library’s outgoing loan process, representing NYPL to requesting and borrowing institutions, applying expert knowledge in national and international shipping regulations, insurance, customs, creating documentation, and managing the preparation of collection items for display. The position resides in the Registrar’s Office, department of Collection Management (CLMGT) in the Division of Preservation and Collection Processing (PCP).
The Registrar’s Office is responsible for risk management for NYPL’s special collections during phases of special use: during exhibitions, outgoing loans, and during transfer between NYPL locations, and from NYPL to service vendors. Four full-time staff work out of two offices located in Manhattan and Queens. The team employs comprehensive knowledge of object handling and packing, exhibition coordination and installation, shipping methods, fine arts insurance coverage, offsite storage, and collection records management. This group coordinates closely with partners in a growing CLMGT program to provide improved care and security for NYPL collection material. Additional activities where registrarial staff may partner with CLMGT and PCP staff include acquisitions, transfer of material to centers, and process and systems development.
Key Responsibilities
Reporting to the Manager, Registrar Services, the Associate Registrar, Loans will:
  • Oversee all details concerning outgoing loans: communications, borrower vetting, coordination of NYPL partners in preparing recommendations, display preparation, and transportation and permitting as required from NYPL to local, national, and international institutions.
  • Represent NYPL to requesting and borrowing institutions, managing communications, negotiating display, facilities, and shipping arrangements, and working with the borrower to troubleshoot issues. Review requesting institutions’ facility reports and ensure compliance with NYPL requirements; is aware of standards, initiatives, and implications of display methods as pertains to object safety during loan.
  • Organize the loan approval process for review by the Loan Committee and Board. Participate in decisions to approve loans based on risk assessment of venue, object condition, schedule, shipping and other related criteria.
  • Work with internal partners to execute each loan, including Manager, Registrar Services, curatorial staff, conservators, exhibition preparators, legal counsel, Facilities and Security, and other staff.
  • Coordinate conservation treatment, matting, framing, mount measuring and mount fabrication. Review documentation, assess venue conditions, and make recommendations about loaned object preparation based on venue and shipping method.
  • Prepare condition reports for all outgoing loans. Has experience and comfort with handling and condition reporting for a wide range of cultural heritage materials. Is experienced at visual examination and writing about object condition in loans condition reporting.
  • Prepare outgoing loan agreements and exhibition contracts. Arranges for appropriate insurance coverage for each outgoing loan and can apply knowledge of national and international shipping regulations.
  • Prepare loan cost estimates for borrowers, issues invoices, and tracks revenue.
  • Make shipping, crating and courier arrangements, deciding on the most suitable packing, shipping routes, transportation methods and vendors. Oversee packing and serve as courier when needed.
  • Create and maintain paper and electronic files for all necessary records. Assist with database development of new, bespoke database system.
  • Manage offsite storage contracts and arrangements for NYPL collections. Assesses and informs Manager of Registrar Services about storage charges, insurance, payment terms, and applies knowledge of the field in raising issues regarding arrangements, etc.
  • Serve as a member of the REACT collection emergency response team.

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