Registrar for Collections, Yale University Art Gallery

Yale University•New Haven, CT

48d•$68,000 - $120,500•Onsite

About The Position

Founded in 1832, the Yale University Art Gallery is the oldest college art museum in America. Today, it serves Yale University, the wider community, and the public as a center of teaching, learning, and scholarship. The Registrar's Office supports the Gallery's active exhibitions, outgoing loans, acquisitions, and permanent collection, and seeks a full-time permanent Registrar with expertise in collections. Reporting to the Head Registrar, and working closely with the Curatorial, Conservation, Collections, Visual Resources, and IT departments, the Registrar for Collections will be responsible for oversight of collections registration and management of the outgoing loans program. Collections Oversight Supervise and assign responsibilities to the Registrar Assistant for Collections, Museum Assistant/Wurtele Center Coordinator, and project registrars with permanent collection and long-term loans responsibilities including packing, shipping, customs compliance, insurance coverage, documentation, accessioning, deaccessioning, loan renewals, loans to campus, and inventories. Ensure legal, ethical, and professional standards are followed through review of paperwork, advising staff, addressing Gallery policies and processes as needed. Maintain collection records. Support continual development and initiate improvements for the collections management database, The Museum System (TMS), and associated procedures. Oversee and adjust workflows and update collection and long-term loan procedures, where needed. Liaise with Office of General Counsel regarding legal contracts and abandoned property. Oversee special projects related to estates/bequests, major gifts, contracts with artists, and collection projects. Outgoing Loans Program Oversee and/or execute all procedures and processes for outgoing domestic and international loans. Track loan requests; chair loans review committee and lead outgoing loans logistics meetings; supervise creation of database records; negotiate loan terms and ensure proper insurance coverage with borrower; manage contracts and documentation; order crates; coordinate condition checks, framing, mount making, packing, and unpacking; work with borrowers to coordinate logistics including courier travel; and supervise invoicing. Routine review and update procedures to ensure efficiency and compliance with professional museum standards and Gallery policy. Prepare annual reports and other reports as assigned. Train couriers. Travel as courier as needed. Other duties as assigned.

Requirements

Thorough knowledge of museum best practices, legal issues pertaining to museum collections, knowledge of U.S. and international regulations regarding customs, experience with collection management database systems, preferably TMS.
Ability to communicate effectively with internal and external partners; attention to detail and the ability to maintain data accuracy
Well organized; ability to prioritize and meet deadlines in a fast-paced environment; experience with art handling.
The successful candidate must have flexibility to work in various greater New Haven locations.
Bachelor's Degree in Art History or related field and four years' experience at the Assistant Registrar level in a museum or gallery or an equivalent combination of education and experience.

Nice To Haves

M.A. in Art History, Museum Studies, or related field. Three years of experience managing a staff; five years of experience arranging domestic and international shipping; five years of experience as a museum collections registrar.

Responsibilities

Establishes and implements policies and procedures concerning art registration, transportation, and insurance of the collection and loans.
Organizes and supervises the proper handling, packing, and unpacking of art objects.
Participates in decisions concerning conservation and preventative care of works of art.
Oversees incoming long-term loan program related to the permanent collection.
Travels both domestically and abroad to ensure safe transportation of works of art; determines the arrangements and methods necessary for transporting fragile and irreplaceable works of art.
Supervises maintenance of records to provide information on collections; inspects and maintains inventory of objects on exhibition, and in storage, in transit, or on loan.
Authorizes and issues contracts, loan agreements, receipts, insurance certificates, and other forms used in collection management. Manages legal documentation for the collection; deeds of gift, appraisals, recommended for accession forms, processes incoming gifts and purchases, and oversees associated files.
Oversees the scheduling of outgoing loans and incoming exhibitions, oversees insurance policies for the collection and for objects on loan, both incoming and outgoing.
Oversees financial matters concerning insurance, packing, and shipping; prepares budgets for exhibitions, special projects, and incoming and outgoing loans.
Supervises staff; exempt and non-exempt employees, students and volunteers.
May perform other duties as assigned.