About the Job : Role purpose : Provide registrar support across all areas, managing exhibitions projects.
Provide administrative support across all areas; manage the financial tracking and administrative systems underpinning the work of the Registrar.
Be an expert user of the museum system collection management database (KE EMu), responsible for a substantial amount of data entry, data queries and running reports.
Coordinate with QM legal department for loan agreements and contracts.
Key Accountabilities : Assign loan numbers, generate artwork checklists and acquire CEO approval of all loans Oversee data management of loans and exhibition objects in KE EMu Execute loan agreements in collaboration with QMA Legal, exhibition developers and project managers, and maintain correspondence with lenders Provide up-
to-date facilities reports and respond to questions regarding display, security, and environmental conditions Ensure that all loan conditions have been met, including environmental conditions, lighting, security, and display.
Issue insurance certificates to lenders and review incidents of damage or other matters impacting insurance with QMA Legal Department as necessary Confirm that proper inbound / outbound shipping and customs documents have been submitted to QMA Logistics Ensure that QMA Finance receives and pays invoices from lenders and / or their agents Facilitate travel arrangements for couriers / technicians and serve as courier when necessary Shipping, Installation, and Maintenance of Exhibitions Produce tender documentation and assist Head of Exhibitions in projecting budget for exhibition shipping, installation, de-
installation, and insurance. Oversee logistics and transportation schedule for the safe and economical transport of objects in close coordination with shippers, lenders, couriers, and customs agents Receive shipments, verify packing lists, and complete incoming receipts Monitor the loading, unloading, packing, and unpacking of exhibition objects and movement throughout museum venue Create and complete detailed condition reports with couriers and / or conservators at unpacking and repacking of artwork Create detailed production timelines, installation and de-
installation schedules, and movement plans Supervise contracted art handler teams for installation / de-installation Ensure that digital photographic records of exhibitions objects and packing methods are kept With Conservators, record and monitor object conditions and environments Coordinate object dispersal at conclusion of loan period Serve a member of Emergency Response Committee and provide input on museum disaster plan Other duties as assigned.
About The Applicant : Knowledge of Register processes and knowledge of Museum standards and procedures Masters of Arts Degree in Art History, Museum Studies, Studio Art Library Science or relevant field and / or five (5) years of experience in museum registration or within the fine arts industry All educational degrees must be from a regionally accredited institution Excellent project management skills High level of written and oral communication skills Detail oriented with special attention to accuracy Ability to be flexible, communicative, and work collaboratively in a team environment Excellent knowledge of conservation / preservation practices Experience and knowledge of collections management software i.
e., File Maker Pro or Ke EMu Knowledge of copyright, fair use, and licensing in regards to the visual arts Ability to work a flexible schedule that may include evening and weekend assignments Experience with finances and financial data Thorough knowledge and experience of Microsoft Windows applications, spreadsheets and collection management databases Meticulous and mature approach to work