Assistant Registrar, Partner Loan Network

Art and Wellness Enterprises•Bentonville, AR

11d•Onsite

About The Position

The Assistant Registrar, Partner Loan Network supports the Partner Loan Network (PLN) program and its strategic initiatives, working closely with institutional partners and Art Bridges team members. The role supports and implements registration duties and logistics for PLN loans within an assigned portfolio, ensuring the safe and timely movement of artworks between partner museums. The Assistant Registrar works with partner institutions, shippers, couriers, and internal teams to track project timelines, maintain accurate registration records, and resolve logistical challenges. The position helps safeguard artworks and advance Art Bridges’ mission to expand access to American art. Success requires strong organizational, communication, and project management skills, attention to detail, sound judgment, and the ability to manage multiple priorities and build effective relationships. The position is based on-site in Bentonville, Arkansas, and reports to the Head Registrar. The schedule is Monday through Friday, 8 a.m. to 5 p.m., with occasional evening and weekend work as business needs require. Some domestic travel, including occasional overnight trips, is required to support exhibitions and loans.

Requirements

Bachelor’s degree in fine art, art history, museum studies, arts administration, or a related field.
2–3 years of experience in museum registration, exhibition or art loan administration, or a related field.
Experience managing project budgets and supporting exhibition or art loan projects, including coordinating timelines and meeting deadlines.
Knowledge of current museum standards and best practices.
Experience with condition reporting, packing, shipping, and insurance procedures for artworks.
Strong verbal, written, and interpersonal communication skills, including the ability to work effectively with partners, vendors, and stakeholders.
Strong analytical and problem-solving skills, sound judgment, attention to detail, and the ability to identify and resolve issues appropriately.
Strong organizational skills and the ability to manage multiple projects and priorities in a fast-paced environment.
Professional integrity and discretion when handling confidential or sensitive information.
Ability to work independently and collaboratively as part of a team.
Proficiency in Microsoft Office applications and experience using museum registration or collections management systems.
Ability to quickly learn specialized systems and technology relevant to registration, project management, and related operational activities.
Ability to travel domestically as needed, including occasional overnight trips.
Ability to work a flexible schedule that may include occasional evening and weekend hours.
Ability to use a computer and telephone for prolonged periods, with good eye-hand coordination, and to bend, stretch, and lift and transport at least 10 pounds.
Visual acuity to review written materials.

Nice To Haves

Master’s degree or progress toward a master’s degree in a related field.
Experience in a museum, foundation, art gallery, or similar organization.

Responsibilities

Serve as a primary registration contact for Partner Loan Network loans within the assigned portfolio.
Prepare external materials, including crate lists, packing notes, and handling instructions.
Prepare, review, and manage exhibition loan agreements, contracts, and insurance certificates.
Collaborate with partners and oversee packing, crating, and shipping logistics in accordance with museum and conservation standards.
Book and oversee contractors and vendors for Partner Loan Network projects.
Monitor and enforce environmental and security requirements for borrowing venues.
Develop, communicate, and track project budgets.
Code and submit invoices for project-related activities.
Condition report artworks and monitor them for changes.
Review facility reports and make recommendations regarding potential loans.
Review and approve venue layouts and security arrangements.
Manage and maintain accurate records in the collections management system.
Manage project information, timelines, and updates using established project management tools.
Maintain detailed project files and accurate, organized digital records.
Work with internal and external colleagues to assemble and distribute exhibition materials and reports.
Attend meetings, contribute to agendas, and share project updates with stakeholders.
Travel independently to courier artworks and oversee artwork installation and deinstallation.
Perform other duties and responsibilities as assigned to support evolving organizational needs.