Registrar & Exhibition Coordinator

Position Overview: The Registrar and Exhibition Coordinator performs registrar duties, provides curatorial support, and serves as an art handler and preparator. The position may contribute ideas to the exhibition program and development of the collection. It is an essential part of The Four Arts’ collegiate work environment by liaising with other internal departments, local contractors and vendors, and with the professional art world.

Hours & Summary of Work Environment: Monday-Friday, 9 am-5 pm, and some evenings needed; Full time; Exempt; On site position; Shared workspace; Requires physical labor, including the ability to lift and carry objects weighing up to 40 pounds unassisted; Requires the ability to climb ladders and proficiency with a wide range of tools; Proficiency with power tools and carpentry experience a plus.

Benefits: 401K with contribution match; Health, Dental, and Vision Insurance; Life Insurance; ST and LT Disability Insurance; Vacation and Sick Time Off; and other excellent benefits.

Background: The Society of the Four Arts is a nonprofit cultural organization (501c3) founded in 1936 with the mission that the passion of music, the beauty of art, the thrill of drama, and the pleasure of literature bridge the gap from mere existence to truly living. It share these four arts with everyone by offering hundreds of cultural programs, including art exhibitions, concerts and other live performances, lectures, workshops and studio classes, films, and children’s programs, on a seasonal basis (November through April). The Four Arts is a multi-building campus with historic landmark properties located on 10-acres along the Intracoastal Waterway in Palm Beach, FL. Its facilities include art galleries, a 700-seat performance hall, a 200-seat lecture space, a state-of-the art education center, a library, a children’s library, a sculpture garden, and botanical gardens. To learn more, please visit: https://www.fourarts.org/.

Fine Arts Department: The Fine Arts Department oversees The Four Arts’ art program. This includes temporary exhibitions, including traveling exhibitions and in-house developed projects, and the production of related publications, programs, and events. The Department also develops and manages The Four Arts’ permanent art collection, including sculptures in the Philip Hulitar Sculpture Garden and the Four Arts’ Botanical Gardens. Lastly, it oversees the Tour Program to provide docent and self-guided tours to visitors about the exhibitions and art collection. It currently consists of two positions, the Head of Fine Arts & Curator and the Registrar & Exhibition Coordinator. The Head of Fine Arts & Curator reports to the President and Director of Programming and the Registrar & Exhibition Coordinator reports to the Head of Fine Arts & Curator. The Department receives support from internal Departments at The Four Arts and from local contractors and vendors.

Functions of the Position:

Exhibitions & Exhibition Logistics
• Review traveling exhibition contracts and loan agreements.
• Draft and review in-house developed Exhibition Agreements.
• Research and propose traveling exhibitions.
• Send lenders General Facility Report and answer inquiries about facilities.
• Liaise with Facilities and Technical Services about contractual obligations for traveling exhibitions and loans, including security, environment, and lighting.
• Obtain certificates of insurance and insurance endorsements from Huntington T. Block and send to lenders.
• Assist with development of exhibition design.
• Help supervise exhibition installations and deinstallations.
• Hire and manage art handlers.
• Coordinate incoming and outgoing shipping of exhibitions.
• Oversee unpacking and repacking of exhibition crates.
• Inspect crates and condition report art, including photography, upon arrival and before outgoing shipping or as otherwise requested.
• Advise lenders of condition changes, damage, or loss to crates and art.
• Download and save environmental readings of temperature and relative humidity from Metasys and alert Facilities of abnormal variations.
• Monitor and replenish gallery and technology supplies in exhibitions and Sculpture Garden.
• Perform gallery maintenance, including dusting of art and display platforms, pedestals, and vitrines.
• Create exhibition opening reception guest lists and send to Advancement, Special Events, and Communications, and create comp guest list and sends to Box Office.
• Attend and assist with opening receptions and exhibition-related lectures or tours.
• Assist with production of in-house developed guides and catalogues.
• Research, request, and manage copyright permissions.

Tour Program
• Assist with recruitment and management of paid and volunteer docents. program.
• Collaborate with Communications and Ticketing to book group tours.
• Schedule docents to give tours.
• Manage tour email account and calendar in Microsoft Outlook.
• Liaise with Customer Service about tour schedules.
• Field public inquiries about tour program and tour requests.
Permanent Art Collection
• Draft and review Deed of Gift and Deaccession Forms.
• Accession new art into collection.
• Coordinate packing and shipping of new acquisitions.
• Deaccession works from collection and assist with determining means of disposal for deaccessions.
• Manage object and artist files (digital and hard copy) and create new files as needed.
• Update location records of objects as needed.
• Alert Huntington T. Block of changes in location status and valuation.
• Assist with negotiating annual premium of fine arts insurance policy.
• Serve as co-Administrator of Collector Systems collection management software and manage information in database, including data entry and uploading of documentation.
• Perform annual inventory of collection.
• Continually research values of objects.
• Regularly survey condition of objects on display.
• Maintain condition report list and identify works in need of conservation.
• Coordinate maintenance of outdoor sculptures with contracted conservators.
• Assist with curating rotations of collection objects.
• Manage Office Art collection, including internal loan agreements with staff.

Administrative
• Serve as Department liaison with other Four Arts’ departments and all external parties.
• Work closely with Customer Service to assist groups or VIP visitors to exhibitions and gardens.
• Manage sub-contractors’ Hold Harmless Agreements and insurance paperwork and send copies to Patron & Accounting Services.
• Complete and file Event Memos with Facilities and Technical Services.
• Process invoices under $2,500.00.
• Copy-edit all Department literature.
• Upload text, images, and audio content into STQRY) app builder (self-guided tour platform).
• Assist with AAM reaccreditation.
• Write and update Emergency Preparedness Plans for Fine Arts.
• Respond to public inquiries about current and past exhibitions and the collection.
• Manage ongoing project of digitization of Department’s hard copy records.
• Post Department’s activities on Four Arts’ Schedule Fusion calendar.
• Foster relationships with Four Arts’ staff, members, donors, and local art community.
• Maintain memberships in professional organizations and continue professional development and networking opportunities by attending conferences and workshops.

Education and Work Experience Requirements:
• MA in Museum Studies, Art History, Archaeology, History, or Studio and Fine Arts
• Minimum of five years of related experience in a museum
• Experience with traveling exhibitions required
• Experience hiring and managing contracted vendors required
• Knowledge of current museum methodologies and best practices
• Experience working for a non-profit art organization required

Skills, Knowledge, and Performance Requirements:
• General knowledge of the history of fine art, decorative arts, craft, design, and the creative process
• Excellent written and verbal communication skills
• Strong research, problem-solving, and project management skills
• Detail-oriented with ability to multi-task, prioritize, and work under deadline
• Ability to work collaboratively and cooperatively as a team
• Proficiency with Collection Management System software
• Proficiency with Microsoft Office
• Proficiency with Adobe Creative Suite a plus
• Proficiency with mobile web tour/app building software a plus

To apply:  submit a cover letter and resume to rdunham@fourarts.org