Assistant Registrar, Partner Loan Network

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. This role supports and implements all registration duties and logistics for Art Bridges’ Partner Loan Network within an assigned portfolio, ensuring the safe and timely movement of artworks between partner museums. Working closely with partner institutions, shippers, couriers, and internal teams, the assistant registrar tracks project timelines, maintains accurate records in registration databases, and resolves logistical challenges to keep loans on schedule. This position plays a key role in safeguarding artworks and supporting Art Bridges’ mission to expand access to American art., * Serve as a primary registration contact for the Partner Loan Network (PLN) loans within the assigned portfolio.

• Prepare materials for external use, 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, ensuring adherence to museum and conservation standards.
• Book and oversee contractors and vendors for PLN related 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 for potential loans.
• Review and approve venue layouts and security arrangements.
• Manage and maintain accurate records in the collections management system.
• Manage and maintain project information, timelines, and updates using established project management tools.
• Maintain detailed project files and ensure accurate and organized digital recordkeeping.
• Collaborate with internal and external colleagues to assemble and disseminate 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.

Success in this role requires strong organizational, communication, and project management skills, along with attention to detail and sound judgment. The role requires the ability to manage multiple priorities, build effective working relationships with internal and external partners, and maintain high standards of care, accuracy, and accountability., * Bachelor’s degree in fine art, art history, museum studies, arts administration, or a related field required. Master’s degree or progress toward a master’s degree in a related field preferred.

• 2-3 years of experience in museum registration, exhibition or art loan administration, or a related field. Experience in a museum, foundation, art gallery, or similar organization preferred.
• Proven 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.
• Proven experience with condition reporting, packing, shipping, and insurance procedures for artworks.
• Strong verbal and written communication and interpersonal skills, with the ability to work effectively with internal and external partners, vendors, and other stakeholders.
• Strong analytical and problem-solving skills, with sound judgment, attention to detail, and the ability to identify and resolve issues appropriately.
• Strong organizational skills with the ability to manage multiple projects and priorities in a fast-paced environment.
• High level of professional integrity and discretion when handling confidential or sensitive information.
• Ability to work independently and collaboratively as part of a team.
• Passion for expanding access to American art and serving diverse audiences.
• Proficiency in Microsoft Office applications and experience using museum registration or collections management systems.
• Experience with or the ability to quickly learn specialized systems and technology relevant to registration, project management, and related operational activities.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and the physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed on-site (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires regular interaction with both the public and internal team members in a professional and courteous manner. Some travel will be required, including overnight trips on occasion, with the ability to travel domestically as needed to support art exhibitions and loans. A flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Art Bridges Foundation is the vision of philanthropist and arts patron Alice Walton. Founded in 2017, Art Bridges creates and supports projects that share works of American art with communities across the United States and its territories. Art Bridges partners with a growing network of over 300 museums-impacting 25 million people nationwide-to provide financial and strategic support for exhibitions, collection loans, and programs designed to educate, inspire, and deepen engagement with local communities. The Art Bridges Collection represents an expanding vision of American art from the 19th century to present day and encompasses multiple media and voices.