erika.katayama
07-06-2018, 09:30 AM
Under the direction of the Associate Curator, the Coordinator, Loans, is responsible for administration of all loans, including The Costume Institute’s special exhibition loans, outgoing loans and interdepartmental loans. Main point of contact for all loan inquiries and correspondence related to day-to-day operations and long-term projects.
Primary Responsibilities and Duties:
Special Exhibition Loans – Facilitate all incoming loan requests:
Provide administrative and object research assistance to Curatorial, Conservation, and Installation through correspondence with lenders about objects, treatments, special display requirements, catalogue photography, etc.
Act as the primary point of contact to request loans from lenders with the curator's approval
Organize and maintain accurate records regarding lender contacts and the status of all exhibition loan requests
In collaboration with Registrar and Conservation, coordinate and oversee loan unpacking / packing, shipment plans to / from the museum, and courier schedules
In collaboration with Registrar and Conservation, facilitate and retrieve loan arrivals; including object data-entry, research and processing incoming loans for the exhibition and/or catalogue photography
In collaboration with Registrar and Conservation, notify lenders of any problems with loans upon arrival or during the run of the exhibition; initiate the damage / loss report process
Outgoing / Interdepartmental Loans – Facilitate all outgoing loan requests:
Act as the primary point of contact for all informal borrowing requests, and formal borrowing requests received by the Director's Office; including interdepartmental loans
Facilitate outgoing loans processing, including related paperwork--such as borrowing guidelines, CITES, damage, etc.--communication with Registrar, and coordination with Curatorial, Conservation, Collections, and Installation
Correspond with potential borrowers to gather updated exhibition dates and venues, object display requirements, facility reports, publication plans, photography, etc.
Maintain workflow efficiency through use of TMS report system in collaboration with Registrar, Digital team and the Department's TMS representative
Generate and maintain an outgoing loans calendar with exhibition dates, venue(s), objects / components, etc.
Schedule and lead bi-weekly meetings with Curatorial, Conservation, Collections, and Installation for loan request review; notify potential borrowers of loan status in a timely manner
Enforce outgoing loan rules, regulations and deadlines as implemented by the Curatorial, Registrar and Director’s offices
Assist with collection, packing, and delivery of loans to Registrar as needed
Other tasks:
Act as curatorial/loans liaison to Registrar, Counsels, Communications, Director's office, etc.
Collaborate with Registrar and Counsel on resolving legal issues such as lender contracts, long-term loans, CITES, damage, immunity from seizure, etc.
Work closely with Manager of Special Exhibitions and Projects to maintain loan timelines, expenses, and installation requirements
Cultivate lender relationships and facilitate lender benefits including complimentary catalogue requests, special press invitation list, pre-exhibition gathering announcements, designer lists for press-related materials, etc.
Maintain object research records on CITES, customs, loan class, materials, dimensions, and other specialized information
TMS maintenance, including updating loan records regularly
Other related duties and research support as needed
RequirementsRequirements and Qualifications:
Experience and Skills:
Related experience in an art museum or other non-profit setting required
Must be a proactive, personable, communicative team player with proven follow-through and ability to work independently
Must demonstrate superior organizational skills with the ability to multi-task
Must have an understanding of curatorial and registrar processes
Related experience in costume handling preferred
Knowledge and Education:
A. in Costume, Art History, Design History, or related field required
Knowledge of costume history and the contemporary fashion industry required
TMS/collections database proficiency required
PC/Apple platform and Microsoft Office proficiency required
Knowledge of textiles/fabric science preferred
Knowledge of a second language preferred
Primary Responsibilities and Duties:
Special Exhibition Loans – Facilitate all incoming loan requests:
Provide administrative and object research assistance to Curatorial, Conservation, and Installation through correspondence with lenders about objects, treatments, special display requirements, catalogue photography, etc.
Act as the primary point of contact to request loans from lenders with the curator's approval
Organize and maintain accurate records regarding lender contacts and the status of all exhibition loan requests
In collaboration with Registrar and Conservation, coordinate and oversee loan unpacking / packing, shipment plans to / from the museum, and courier schedules
In collaboration with Registrar and Conservation, facilitate and retrieve loan arrivals; including object data-entry, research and processing incoming loans for the exhibition and/or catalogue photography
In collaboration with Registrar and Conservation, notify lenders of any problems with loans upon arrival or during the run of the exhibition; initiate the damage / loss report process
Outgoing / Interdepartmental Loans – Facilitate all outgoing loan requests:
Act as the primary point of contact for all informal borrowing requests, and formal borrowing requests received by the Director's Office; including interdepartmental loans
Facilitate outgoing loans processing, including related paperwork--such as borrowing guidelines, CITES, damage, etc.--communication with Registrar, and coordination with Curatorial, Conservation, Collections, and Installation
Correspond with potential borrowers to gather updated exhibition dates and venues, object display requirements, facility reports, publication plans, photography, etc.
Maintain workflow efficiency through use of TMS report system in collaboration with Registrar, Digital team and the Department's TMS representative
Generate and maintain an outgoing loans calendar with exhibition dates, venue(s), objects / components, etc.
Schedule and lead bi-weekly meetings with Curatorial, Conservation, Collections, and Installation for loan request review; notify potential borrowers of loan status in a timely manner
Enforce outgoing loan rules, regulations and deadlines as implemented by the Curatorial, Registrar and Director’s offices
Assist with collection, packing, and delivery of loans to Registrar as needed
Other tasks:
Act as curatorial/loans liaison to Registrar, Counsels, Communications, Director's office, etc.
Collaborate with Registrar and Counsel on resolving legal issues such as lender contracts, long-term loans, CITES, damage, immunity from seizure, etc.
Work closely with Manager of Special Exhibitions and Projects to maintain loan timelines, expenses, and installation requirements
Cultivate lender relationships and facilitate lender benefits including complimentary catalogue requests, special press invitation list, pre-exhibition gathering announcements, designer lists for press-related materials, etc.
Maintain object research records on CITES, customs, loan class, materials, dimensions, and other specialized information
TMS maintenance, including updating loan records regularly
Other related duties and research support as needed
RequirementsRequirements and Qualifications:
Experience and Skills:
Related experience in an art museum or other non-profit setting required
Must be a proactive, personable, communicative team player with proven follow-through and ability to work independently
Must demonstrate superior organizational skills with the ability to multi-task
Must have an understanding of curatorial and registrar processes
Related experience in costume handling preferred
Knowledge and Education:
A. in Costume, Art History, Design History, or related field required
Knowledge of costume history and the contemporary fashion industry required
TMS/collections database proficiency required
PC/Apple platform and Microsoft Office proficiency required
Knowledge of textiles/fabric science preferred
Knowledge of a second language preferred