SAN FRANCISO – Salary Position – Registrar, Civic Art Collection

In Salary Position on May 14, 2019 at 8:14 pm

The Civic Art Collection Registrar under direction of the Senior Registrar, Civic Art Collection and Public Art performs a wide variety of professional registration and administrative duties in support of the Arts Commission’s public art and collections management program.

Essential duties

  • Creates and maintains both digital (EmbARK database) and archival documentation for new works entering the collection, either through the Public Art Program, gifts or other means. Ensures proper documentation of all new work acquired by the Civic Art Collection. Receives, inspects, accessions, documents, labels and catalogs objects acquired for the collection. Completes condition reports, documents all materials, fabrication processes and maintenance requirements.
  • As a function of the accession process for new works being created for the Civic Art Collection, assist with the documentation of the work of artists fabricating, transporting and installing artwork. Help organize and maintain project related records as they transition from project managers to the collection archive.
  • Coordinates all aspects of outgoing and incoming loans as a part of the inter-office art loan program. Prepares loan agreements, receipts and condition reports. Oversees transit, installation and deinstallation of loaned works.
  • Primary point person regarding tracking and coordinating works in storage and manages storage billing accounts. Assists the Senior Registrar in facilitating the care and security of collections of art in storage. Oversees internal and external object movement, conducts periodic inventories of collection area, and maintains storage records.
  • Conducts research as necessary to determine the provenance of artworks in the collection where the city’s ownership or Arts Commission’s jurisdiction has not been clearly established. Researches the history of individual objects or sub-collections and provide written reports to the Director and Commission as requested. Assists the Senior Registrar with a high volume of public inquiry regarding objects in the collection.
  • Coordinates the preparation of bid documents, receipt of cost estimates for contracts and purchase orders for a wide variety of services, including but not limited to maintenance and conservation of artwork, framing, transit and storage of artwork, signage fabrication and installation, etc. Coordinates vendor set up processes and assists in making vendors compliant with a variety of City rules and regulations. Processes invoices and tracks budgets through the city’s proprietary financial services software, F$P.
  • Coordinates photography of recently completed Art Enrichment projects as well as existing works in the Civic Art Collection. Creates digital presentations utilizing relevant software programs and hardware. Converts slides, photographs and artwork into digital images suitable for inclusion in an image database or publication.
  • Every other month coordinates meeting of the Visual Arts Committee, a sub-committee of the Arts Commission. Prepares agenda, distributes and posts; produces meeting minutes, distributes and posts in accordance with Sunshine Ordinance. Works with project managers to obtain all staff reports and visual images and organize for meeting presentation.
  • Assists with the maintenance of the Civic Art Collection and Public Art Program website page. Updates site with new calls for RFPs for Conservators, Fine Arts Providers, or other related services. Posts notices of public meetings, and posts other materials and information as requested. Assists with the maintenance of the Civic Art Collection online database (EmbARK Kiosk) and its interface with the website.
  • Manages artwork signage for the program including coordinating design, fabrication, overseeing installation and ensuring quality and consistency of interpretive text.
  • May supervise the work of subordinate personnel, interns and volunteers when required.
  • Performs other related duties as assigned.

Knowledge and Abilities

  • Knowledge of: basic principles and standards relevant to public sector art programs; principles and practices of professional art/artifact registration; collections management standards and procedures; principles and practices of museum records management; computerized registration methods and related data processing techniques; principles and procedures used to handle, inspect, label and store fragile objects of art and to protect art objects from environmental hazards; legal standards and law applicable to collections management; and a general knowledge of fields such as art and art history relative to the collection.
  • Ability to: implement modern business procedures and operate standard business machines; maintain detailed, complex records pertaining to the management, movement, exhibition, storage, and disposition of art objects; use a computer to input and maintain records and to produce reports and correspondence; prepare clear, accurate and understandable documents such as reports, memos, correspondence and statistical information; evaluate information, prioritize and organize multiple assignments and projects; speak in a clear, well-organized and concise manner in order to provide work-related information appropriate to the understanding of the listener; listen, ask relevant questions and effectively elicit information; deal tactfully and courteously with a variety of individuals and groups and establish and maintain effective working relationships with staff, the general public, and representatives of other departments and organizations.


Possession of a baccalaureate degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education, or related field, or other areas closely related to art, art history, museum studies, arts administration or a closely related field.

Substitution: May substitute up to two (2) years of the required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

Desirable Qualifications:

  • A basic understanding of the principles of racial equity, and experience applying an equity lens to your work;
  • Experience serving the public, particularly marginalized communities;
  • Experience working in government and navigating bureaucracy;
  • Excellent verbal and written communication skills and analytical and critical thinking skills;
  • Adaptable and responsive to feedback with a passion for learning and working collaboratively;
  • 12 months (1 year) of verifiable art collection management/registration experience;
  • Excellent writing and computer skills (Microsoft Office Suite), and CRM/Salesforce experience a plus;
  • Possession of a master’s degree from an accredited college or university in museum studies, arts administration or a closely related post-graduate program may substitute for one year of the required museum registration experience.


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