Associate Registrar for Exhibitions & Loans

United States·SeattleFull-Timemid

OtherRegistrar

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Quick Summary

Overview

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.

Key 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…

Requirements Summary

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,…

Technical Tools

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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 & Loans

Work Location: Seattle Art Museum - Downtown Location

BENEFITS

Benefits include a fully employer paid HMP medical plan or an employee contribution PPO plan, dental, vision, and basic life insurance/LTD/AD&D, Flexible Spending Account, Short Term Disability, Supplemental Dental Insurance and participation in SAM’s 403b retirement plan.

Following 1 year of service and 1,000 hours worked, SAM makes a discretionary 3% employer contribution regardless of participation and provides an employer match program. Historically, this contribution has been made annually.

Additional benefits include paid time off for vacation, PSST, bereavement leave, and jury duty, 11 scheduled holidays, 1 paid floating holiday, a subsidized unlimited Orca card, onsite fitness facility, and an EAP. FT Staff also receive a Patron level membership to SAM, a Tier III membership to the American Alliance of Museums and discounts to museum shop and programming.

ACCOMODATION

The Seattle Art Museum will consider reasonable accommodations for all employees with disabilities to perform the essential functions/duties of this position. If you need an accommodation during the application or interview process, please contact hr@seattleartmuseum.org. For candidates, we ask that, if possible, you wait until you're invited to a screen, online technical assessment or interview before requesting an accommodation.

SAM is proud to be an equal opportunity employer and we are committed to fostering a respectful, inclusive, and welcoming workplace for all employees and volunteers. Guided by our mission to connect art to life and engage diverse communities, we strive to create a sense of belonging for all of the communities we serve. All qualified candidates will receive consideration for employment without regard to race, national origin, marital status, sexual orientation, gender identity, disability, military status, or any other protected characteristic

Not sure you check every box? Research shows that candidates from underrepresented backgrounds often only apply if they meet 100% of the criteria. If you believe you could excel in this role, we encourage you to apply!