Position: Director of Registration Exhibitions
Department: Exhibitions
Supervisor: Director and CEO
Status: EXEMPT
The American Federation of Arts (AFA), the leader in traveling exhibitions internationally, is seeking a full-time Director of Registration. AFA is a non-profit organization founded in 1909 and is dedicated to enriching the public’s experience and understanding of the visual arts through organizing and touring art exhibitions for presentation in museums around the world, publishing exhibition catalogues featuring important scholarly research, and developing educational programs. More information about the AFA and its exhibitions and programs can be found at amfedarts.org.
General Duties and Responsibilities:
- Lead logistics and registration for traveling exhibitions;
- Build registration department with a team of experienced registrars; manage the job searchand recommend for hire traveling/contract registrars as needed.
- Devise, implement and maintain policies, procedures, and systems for the efficient and effective functioning of the registration department. This includes but is not limited to procedures for (i) object tracking and safety such as condition reports, exhibition checklists, and shipping documents (ii) an exhibition calendar including input on new venue presentation opening and closing dates, and de/installation dates, (iii) financial estimates for prospective exhibitions, tracking expenditure actuals during the life of the exhibition, final accountings at the end of an exhibition, quarterly updates on expected prorated expenses for all exhibitions, and mid-tour updates on estimates vs. actuals, (iv) additional spreadsheets and forms for shipping, insurance, and non-AFA courier details.
- Plan staffing and coverage for complex installations and deinstallation of all exhibitions; maintain an exhibition calendar including input on new venue presentation opening and closing dates and de/installation dates to confirm staffing with AFA staff and contract registrars.
- Oversee the organization of packing/crating/installation requirements and domestic and international shipping.
- Oversee the scheduling of the department’s domestic and international travel, using AFA travel registrars and contract registrars to confirm coverage of contractually agreed to travel and venue onsite work
- Liaise with venue institutions to ensure that exhibition contract and lender requirements are met.
- Review contracts drawn up by the Exhibitions Project Manager for registrarial and installation requirements; draft relevant sections of contracts including prorated costs and object conditioning, shipping, de/installation, and display requirements.
- Collaborate with Director and curatorial team on exhibitions’ planning and tour management;
- Establish complex cost estimates for exhibitions and monitor costs for the duration of each exhibition tour;
- Develop, review, and update budgets, prorates, and cash flow estimates.
- Track and send billing notifications in collaboration with the finance department.
- Oversee insurance coverage for exhibitions, including preparing indemnity applications.
- Manage day-to-day administrative operations and long-term planning for the registrarial department.
Supervisory Responsibilities:
The Director of Registration supervises a team of registrars and contractors.
Qualifications:
- BA required, MA preferred, with a background in one of the following areas: Art History, Museum Studies, Library Science, or Arts Administration.
- Minimum of seven years of experience in registrarial or exhibitions management.
- Knowledge of fine arts packing standards and international shipping as well as experiencewith condition reporting.
- Excellent project manager with proven ability to manage multiple projects of various scales and budgets.
- Excellent communication skills, both verbal and written.
- Readiness to travel domestically and internationally 30% of time, must maintain a valid passport.
Salary: $95,000 to $110,000 commensurate with experience along with an extensive benefits package. The package includes employer-paid medical, dental, and vision insurance, as well as long and short-term disability coverage.
Additionally, the position provides 15- 20 paid vacation days (as per final benefits when last at AFA according to AFA employee handbook), 12 sick days, 10 paid holidays, 1 floating holiday, and 4 personal days annually. An additional benefit includes the cost of an annual Global Entry membership.
To apply, submit a cover letter and resume by Friday, July 26, 2024 via email: hr@amfedarts.org
The AFA is committed to equity and inclusion in its staff and welcomes applications from candidates of diverse backgrounds who share these interests and commitment.
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DYNAMIC NON-PROFIT ARTS ORGANIZATION SEEKS “Grant Associate”
The American Federation of Arts seeks an initiative-taking, enthusiastic and experienced Grants Associate to join our dynamic team. Working with the Director of Institutional Advancement and the Director and CEO, the Grants Associate will play a key role in overseeing the entire grants lifecycle, from researching and identifying potential funding opportunities to drafting and submitting grant proposals as well as fulfilling requirements for awarded grants. The successful candidate will have a strong background in grant management, excellent organizational skills, and the ability to work collaboratively with the development team and organization wide.
About the American Federation of Arts
The American Federation of Arts (AFA) was founded in 1909 following a discussion by congress. Throughout its history the AFA has been a leading champion of access to art and a critical voice for how art impacts everyday communities. Over the AFA’s history it has partnered and presented hundreds of exhibitions in museums throughout America in collaboration with the finest museums and collections world-wide. The AFA has approximately 100 partner member museums and continues to be a leading advocate for art in communities and cross-cultural exchange that unites visitors around the power of art and shared experiences. The AFA is a nimble organization and looks for fresh perspectives and new opportunities for exhibitions to inform the present and strengthen understanding among cultures. Diversity, Equity, Inclusion and Access underpin its value system and form the foundation on which it strives to deliver the very best experiences for American museums. The AFA’s national-caliber Board brings together decades of museum experience, broad museum and art world connections and expertise to advise and guide the AFA’s mission and programs. Throughout its 113-year history the AFA has been dedicated to enriching the public’s understanding of the visual arts. Arguably now more than ever, the AFA’s commitment to art, diverse audiences and access to art, strengthens its position as the leader in traveling exhibitions internationally.
Key Responsibilities
- Conduct prospect research using Foundation Center and other research tools to identify new potential foundation, individual, and corporate donors;
- Develop and manage grants calendar to track current and potential funders ensuring timely, and targeted solicitations;
- Update records in Raiser’s Edge, the organization’s donor database;
- Support the Director of Institutional Advancement with tracking and reporting of awarded grants to ensure successful execution of related contractual requirements;
- Assist with AFA venue communications regarding credit lines in collaboration with the communications department;
- Assist with production of collateral materials, credit lines, board reporting, and project management as needed;
- Assist with writing of letters-of-inquiry, and full grant proposals.
Qualifications
- A minimum of three years of grant writing and grants management experience with a proven record of success, preferably at a visual arts organization or museum.
- Solid budget preparation skills utilizing Excel.
- Strong understanding of foundation and corporate funders in the cultural field.
- Ability to prioritize tasks and manage multiple projects under the pressure of deadlines.
- Proven experience in grants management, with a track record of successful grant applications and management. Proficiency in Raiser’s Edge or other CRM systems.
- Bachelor’s degree in a relevant field; advanced degree preferred.
- Must be a proficient and persuasive writer.
Salary Range: $75,000-$85,000
Benefits
- Comprehensive benefit package including medical, dental and vision with employer fully paid premiums.
- PTO includes 15 vacation days (Years 1-3, 20 days after 4 years of service), 12 sick days, 4 personal days and 10 paid holidays per year.
Hybrid Work Environment
- A minimum of 3 days per week on site required.
To apply: Submit a cover letter and resume to hr@amfedarts.org by July 1, 2024
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DYNAMIC NON-PROFIT ARTS ORGANIZATION SEEKS “Manager of Special Events”
About the American Federation of Arts
The American Federation of Arts (AFA) was founded in 1909 following a discussion by congress. Throughout its history the AFA has been a leading champion of access to art and a critical voice for how art impacts everyday communities. Over the AFA’s history it has partnered and presented hundreds of exhibitions in museums throughout America in collaboration with the finest museums and collections world-wide. The AFA has approximately 100 partner member museums and continues to be a leading advocate for art in communities and cross-cultural exchange that unites visitors around the power of art and shared experiences. The AFA is a nimble organization and looks for fresh perspectives and new opportunities for exhibitions to inform the present and strengthen understanding among cultures. Diversity, Equity, Inclusion and Access underpin its value system and form the foundation on which it strives to deliver the very best experiences for American museums. The AFA’s national-caliber Board brings together decades of museum experience, broad museum and art world connections and expertise to advise and guide the AFA’s mission and programs. Throughout its 113-year history the AFA has been dedicated to enriching the public’s understanding of the visual arts. Arguably now more than ever, the AFA’s commitment to art, diverse audiences and access to art, strengthens its position as the leader in traveling exhibitions internationally.
Key Responsibilities
- In tandem with Director, create, manage, and execute all aspects of the organization’s special events, member events, and public programs. Events include an annual gala, annual spring luncheon, day trips, cultural travel program, museum visits, collector’s visits, artist studio visits, cultivation events, and other events as assigned
- Manage AFA’s robust individual membership and museum membership program, working with Development Coordinator to send quarterly membership renewals, strategize and drive new members, and manage fulfillment of benefits (including coordinating art fair passes, exhibition invitations, catalog mailings, etc.)
- Work with Director of Institutional Advancement on events-related sponsorship proposals; coordinate the fulfillment of sponsorship benefits
- Work with Communications department to coordinate and produce printed and electronic materials for events (postcards, invitations, e-blasts, event programs, website and social media content, signage, etc.)
- Interact with key patrons and donors inclusively, including Board of Trustees.
- Functions as key staff liaison to Development Committee and ad-hoc event committees
- Identify, cultivate, develop and maintain relationships with prospects; research and identitynew prospects to invite and participate in events
- Collaborate with communications staff to advise on public relations and communications- related plans and strategies for events and programs
- Work with staff in other departments to manage and produce public programs that directly relate to the AFA’s calendar of exhibitions
- Supervise full-time Development Coordinator, interns and event volunteers
- Identify and meet department and event goals and objectives with the Director and CEO
Requirements
- Undergraduate degree in arts related discipline, master’s degree preferred
- 4-6 years’ experience with project management and special events
- Excellent organizational, communication (written and verbal), and interpersonal skills
- Candidate must be able to work independently, as part of a team and across departments
- Ability to handle and prioritize multiple tasks with attention to detail
- Established ability to interact with donors at all levels
- Experience with Raiser’s Edge strongly preferred
- Experience with Mailchimp and Canva desired
Salary Range: Competitive and commensurate with experience. Low to Mid 80’s.
Comprehensive Benefits Package including employer paid insurance premiums for medical, dental, vision, short and long term disability. Generous PTO including 15 vacation days (years 1-4 then 20 days per year after 4 years of service), 12 sick days, 4 personal days, and 10 paid holidays annually.
Hybrid Work Environment
To apply: Submit a cover letter and resume to hr@amfedarts.org
