Art transforms lives. It provokes us to think, to express, to explore our own creativity, to envision new possibilities. SFMOMA expanded the museum to provide a better experience for our visitors and a better home for our expanding collections, including the SFMOMA collection and the Fisher Collection, one of the finest collections of contemporary art in the world. The new SFMOMA, designed in collaboration with the architecture firm Snøhetta, opened May 14, 2016. With this project, we are transforming not just the museum's physical presence, but also our contributions to the community, enhancing SFMOMA's role as a place for learning, inspiration, and interaction for visitors from the Bay Area and beyond. We are making SFMOMA a magnet for contemporary art and for the audiences who will engage with it.
To manage the daily office operations of the Registration Department. To maintain department documentation: records, files, and correspondence, and perform a full range of administrative duties. To assist with the financial management of the department, including bookkeeping, budget and insurance preparations. To support department workflow by assisting with the full range of department activity, including: scheduling, ordering supplies, telephone and visitor reception, serving as Registration liaison with other departments, colleagues, vendors and constituents. Assist with registration activity in direct support of accessions, exhibition and loans out programming.
The Registration Department is responsible for ensuring the safe handling and storage of artwork; coordinating and administering the various aspects of borrowing, lending and acquiring objects under the Museum's domain; scheduling and overseeing the delivery, preparation, installation and dispersal of art objects; conducting routine inventories and collection maintenance; and related billing and documentation to support the Permanent Collection, and Temporary and Loaned Exhibitions activities of the Museum.
- Support the Head Registrar and department members in the completion of their projects and in communicating in this regard with others.
- Produce, track, and periodically update SFMOMA Facility Reports; process and maintain records on Rare Documents.
- Monitor and maintain working operation of office equipment and orderliness.
- Compile, track and maintain art incidents reported by either members of the registration department or security; update the gallery incident log regularly; assist registrars following up on art incidents as needed; coordinate quarterly check-in meetings between registration and security.
- Generate and maintain Certificates of Insurance.
- Assist in tracking and researching insurance valuations and provide administrative support for the preparation of outgoing loans from the permanent collection.
- Monitor department's digital imaging activity.
- Periodically assist department as needed with:
-the safe handing, packing and shipping of artworks to and from the Museum;
-examination of artwork and production of condition reports and receipts;
-communication with donors, lenders, vendors, packers and shipping agents;
-coordination of matting, framing, conservation examination and treatments of artworks;
-maintenance of location tracking system, storage facilities and Permanent Collection records;
-conducting periodic inventory and routine collection maintenance activities;
-processing outgoing and extended loans.
- Perform other related duties as assigned.
- Instructions or printed materials; input and retrieve computerized data and prepare reports; review finished materials for completeness, accuracy, format, compliance with policies and procedures and proper English usage.
- Compose draft correspondence, memoranda and other written materials based on knowledge and understanding of SFMOMA and department activities. Develop, maintain and revise filing and record systems; assure that accurate indexing and record controls are in place to expedite efficient information retrieval.
- Receive and screen visitors and telephone calls, providing information that may require the use of judgment and the interpretation of department policies and procedures. Review incoming mail with responsibility for sorting, screening and routing. Maintain department calendar and assist in scheduling meetings, appointments and on-call assistance. Represent the department to visitors, callers, museum colleagues, vendors and constituents; keep apprised of Board of Trustee members.
- Process forms, purchase orders and other records specific to departmental operations. Order office supplies. Coordinate the purchase order system of registration expenditures with department members. Coordinate registrars' expenses relating to work-related travel, including their participation in national and international conferences or related to traveling exhibitions. Assist in travel arrangements when necessary.
- Recruit and supervise museum volunteers in clerical activities.
- Maintain and monitor department budget records, recording and tracking expenditures by account; maintain related computerized data entry and filing of hard copies; produce budget reports for periodic review; assist in the preparation and research of annual Registration budget and insurance renewal projections. Generate and maintain Certificates of Insurance.
Education And Training: Completion of a college or university baccalaureate degree, ideally in Art History, Museum Studies, or a related field.
Work Experience: Minimum two years training and experience in administrative and business practices in an office setting. Demonstrated familiarity with art and museum operations/registration strongly preferred.
Essential Skills and Abilities:
- A collaborative and collegial approach to work relationships is essential.
- Demonstrated proficiency with PCs, word processing software and database platforms. Microsoft Office Suite required; experience working with a collections management database preferred.
- Sensitivity to the handling of works of art.
- Ability and willingness to maintain a high level of accuracy and attention to detail.
- Excellent written and verbal communication skills, including knowledge of correct English usage.
- Demonstrated organizational skills and knowledge of standard office and administrative procedures including: bookkeeping, invoicing, receipting, and maintaining files.
- Ability to make accurate mathematical calculations; experience tracking department budgets of $500,000 - $1,000,000.
- Ability to establish and maintain effective working relations with Museum colleagues, volunteers and interns, and too effectively represent the Museum to outside professionals, lenders, donors and members of the artistic community.
- Ability to work effectively on a wide variety of projects concurrently with concern for the tasks assigned and the goals of the Department.
Physical Demands: Must be able to visually inspect artwork.
Special Environmental Factors: Close office setting.
This is a union position subject to the provisions of the collective bargaining agreement.
POSITION: Administrative Assistant/Registration Assistant
SUPERVISOR: Head Registrar
SCHEDULE: Full time: 35 hours per week
PAY RATE: $23.34/hour (starting rate)
$27.89/hour (position rate)
We are an equal opportunity employer committed to diversity.