Associate Registrar for Exhibitions & Loans

About the role

Reporting to the Registrar for Exhibitions & Loans, the Associate Registrar for Exhibitions & Loans supports the planning and execution of SAM's special exhibitions program and incoming loans to the permanent collection. This role coordinates complex logistics, prepares and manages loan documentation, and ensures the safe handling and stewardship of artworks entrusted to the museum's care. The successful candidate is highly detail-oriented, collaborative, and adaptable, with the ability to manage multiple priorities in a dynamic, fast-paced environment. They are a focused and efficient team player, comfortable working with both internal departments and external stakeholders. Working closely with exhibition design, preparators, curatorial, and conservation, this position helps lead the development of installation schedules and ensures alignment across project timelines. The role requires mental flexibility, sound judgment under pressure, and the ability to remain composed when navigating shifting priorities. The ideal candidate brings experience negotiating loan agreements with private and institutional lenders, including museums and foundations, and demonstrates a keen attention to detail while maintaining a strong grasp of the broader project goals. ABOUT SAM As SAM heads into its second century, we are boldly reimagining what we can and should be. Our goal is to be a model for the future of museums - a bold, dynamic hub of creativity, belonging, and cultural leadership, shaping the future of art and community. Embracing new ways of engaging communities and seeking innovative partnerships - all while keeping art and community at the center of what we do. This ambitious effort represents a transformative shift and radically redefining how art museums operate. This is a pivotal moment for SAM, and we are seeking great talent to join us on our journey. Working at SAM is not just a job-it's a chance to be part of a vibrant, creative community.

Responsibilities

• Organize all aspects of incoming and outgoing movement of artwork for special exhibitions, and temporary loans into the permanent collection, across all three museum sites
• Review and negotiate loan agreements and communicate special terms and conditions to relevant museum departments, ensuring that all contract requirements and obligations are met and adhered to
• Prepare, maintain, and ensure accuracy of all loan and shipping documentation, both physical and digital
• Coordinate the fabrication of crates and other vendor services in partnership with conservation as needed for proper handling or use of appropriate inert materials
• Arrange insurance, packing, shipping and courier logistics for wall-to-wall transport of artworks
• Oversee unpacking, deinstallation, movement, and condition review of objects
• Develop and monitor exhibition and loan in budgets in conjunction with supervisor
• Cultivate and maintain relationships outside the museum with fine arts vendors and shippers for domestic and international shipments
• Occasional art handling and courier duties as assigned
• Maintain a general working knowledge of all procedures used by the Registrar's Office
• Assist in establishing and maintaining the Exhibitions and Loan In Policy and Procedures in consultation with supervisor, along with other exhibition-related policies and procedures necessary for inclusion in the Collections Management policy
• Contribute to an institutional focus of delivering exceptional, welcoming, and inclusive customer service-creating positive, meaningful experiences for visitors, every time
• Participate in institutional learning opportunities to grow in our collective understanding and integration of antiracism, cultural competency, and equity values into SAM's work
• WE ARE LOOKING FOR
• Required Qualifications
• Bachelor's degree in art history, museum studies or related field, or equivalent experience
• 3-5 years of art museum experience with a focus on exhibitions registration
• Knowledge of museum standards and best practices for art handling, conservation, loan documentation, and collections data
• Experience coordinating domestic and international art transport, with familiarity in customs regulations, shipping methods, and risk mitigation
• Working knowledge of fine arts insurance and general risk management principles
• Strong grasp of museological data standards and art history terminology
• Experience with budgeting and project management, ideal
• Proactive and professional verbal and written communication, exercising the ability to tailor communications according to audience
• Strong communication, organizational, and problem-solving skills, with the ability to manage competing priorities and meet deadlines
• Discretion in handling confidential information
• Proficiency in Microsoft Office; familiarity with Zoom, Asana, Slack, and TMS (Gallery Systems) preferred
• Ability to pass and maintain background check clearance
• FLSA Status: Full Time, Exempt
• Reports To: Registrar for Exhibitions

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