Creates and maintains permanent archive of accurate and complete records documenting the Foundation’s 70,000-object collection of decorative, fine, folk, useful, and mechanical arts located in 72 buildings on campus, and provides collections management guidance and support to archaeological and architectural collections as required; provides focused and effective leadership for a team of associate registrars, collections photographer, and senior preparator. Oversees collections inventories for asset accountability and control; loan and exhibition agreements; and domestic and international shipping logistics. Works with the Purchasing and Insurance Departments to purchase collections objects and obtain insurance for them; works with the Accounting Department to monitor acquisition funds, reconcile collections acquisitions, deaccessions, object valuations, and fulfill internal and external audit requirements; assists Director of Collections Programs & Operations with maintenance, development and implementation of the collections management system(s) for the Division of Collections, Conservation & Museums; and oversees collaborative multimedia partnerships expanding global access to collections online.
1. Under direction from the Director of Collections Programs & Operations, oversees registration department to ensure every object acquired for the Foundation’s Division of Collections, Conservation and Museums in the areas of decorative, fine, folk, useful, and mechanical art is appropriately documented, including accession, catalogue, photography, location, valuation, and (when appropriate) deaccession records, in accordance with the Foundation’s board-approved Collections Management Policy.
2. Ensures that appropriate fiscal and object location records are maintained to guarantee accountability and proper asset management; regularly interacts with the Foundation’s Insurance Department and fine arts insurance carrier for collections insurance and reporting, object valuation changes, and losses.
3. Prepares and directs the collections inventory schedule for asset accountability and control; coordinates inventory assignments with curatorial, conservation, and registration staff. Serves as department’s point of contact for internal and external auditors regarding annual collections audits.
4. Ensures that legal title to acquisitions by bequest, purchase, bargain/sale, transfer, and donation is obtained along with supporting documentation. Signs IRS forms 8283 for charitable donations by donors, ensures appraisals are obtained when appropriate, and distributes documents to Development and Accounting Departments.
5. Ensures objects are disposed of according to the Collections Management Policy and obtains supporting documentation for deaccessions by auction, transfer, or sale. When objects are sent to auction, reviews consignment agreements, obtains approvals, and has signatory authority for them. Reconciles deaccessions proceeds with Accounting Department and ensures data is recorded in the collections management system.
6. Ensures that established procedures are followed in receiving, shipping, scheduling, documenting, transporting, insuring, and handling all objects; and that appropriate collections, conservation, and museums staff members are kept fully informed throughout.
7. Prepares annual and quarterly reports of accessions and deaccessions.
8. Prepares annual and quarterly insurance reports of collections, loans, and temporary deposits for the Insurance Department and external insurance carrier.
9. Sits on the Outgoing Loan Review Committee to evaluate and make recommendations for loans and reviews final recommendation prior to sending to Vice President for approval.
10. Sits on the Museum Management Committee and Exhibitions Management Team to stay abreast of museums programs and exhibitions and report on areas of responsibility.
11. Reviews updates of and has signatory authority for the American Alliance of Museum Standard Facility Report for the Abby Aldrich Rockefeller Folk Art Museum and DeWitt Wallace Decorative Arts Museum.
12. Coordinates the Incoming Exhibition Review Committee (curators, conservators, exhibition manager) to evaluate exhibition agreements and make revisions in coordination with participating institution and Foundation staff, and develops final version for signature by the Vice President. Monitors and ensures conditions of exhibition agreement are met throughout duration of loan period.
13. Seeks opportunities to expand the Foundation’s global educational reach by making collections more accessible through online collaborative educational multimedia partnerships. Researches, evaluates partnership agreements and requirements, and implements partnerships with online platforms, such as the Google Art Project, eMuseum Network, and Artstor.
14. Assists Director of Collections Programs & Operations with divisional responsibility for ongoing maintenance, development and implementation of the Foundation’s chosen collections management system(s); and the development and long-term management of the collections, conservation and museums digital archive.
15. Provides guidance and support for collections management matters (shipping, receiving, loans, imaging, insurance, collections management system development, and collections documentation preservation and access) associated with archaeological and architectural collections as required.
16. Maintains the collections object and research files; assists internal and external researchers in finding and accessing files.
17. Stays abreast of current legislation and practices in the Transportation Security Administration and US Customs and Border Protection Service to understand how they affect national and international shipping of fine art. Ensures proper customs declarations, export and import licenses, and permits for materials of endangered species from sanctioned countries are acquired for international shipments.
18. Oversees expenses for registration department’s supplies, shipping, equipment, and equipment maintenance to include packing and shipping supplies, photography equipment, collections management system database, object file storage systems, and collections vehicles.
19. Establishes and maintains professional contacts with other museums, dealers, donors, auction houses, fine art shippers, and other Foundation departments.
20. Maintains and continually increases level of professional expertise through attendance at professional meetings and contact with colleagues in the field.
21. Performs other related duties as required.