Registrar

About the American Federation of Arts (AFA):

Founded in 1909, the AFA is the leading non-profit organization dedicated to enriching public understanding and appreciation of the visual arts by organizing and touring museum-quality exhibitions worldwide. In addition to exhibitions, the AFA publishes scholarly catalogues and develops educational programs. Learn more at amfedarts.org.

Position Overview:

The AFA seeks a highly experienced, financially savvy Registrar to join our dynamic exhibitions team. The ideal candidate will bring 5 years of demonstrable expertise in managing traveling exhibitions, with a strong emphasis on financial oversight, and multi-project budgeting. This role is central to the logistical success of multiple traveling exhibitions and involves coordinating current tours and overseeing the planning of future projects. Reporting directly to the Director of Registration, the Registrar plays a critical role in aligning exhibition logistics with institutional goals, maintaining lender relations, ensuring contractual and regulatory compliance, and working collaboratively with internal teams and external stakeholders.

Core Responsibilities:                                                            Budgeting, Financial Management, and Reporting

- Lead the creation, monitoring, and adjustment of detailed exhibition budgets in collaboration with the curatorial and finance teams

- Develop and maintain comprehensive budget projections and cost estimates for exhibitions in development.

- Prepare and deliver financial reports and reforecasts throughout the lifecycle of each touring project, highlighting variances, risks, and cost-saving opportunities.

- Coordinate closely with Finance and Exhibition Administration to ensure timely and accurate invoice processing, payment tracking, and reconciliation across multiple projects.

Exhibition Logistics and Registrar Duties

- Oversee all aspects of exhibition logistics, including:

 - Issuance and tracking of loan agreements.

 - Planning and execution of packing, crating, framing, and conservation treatments within budget constraints.

 - Coordinating transportation (domestic and international), including customs, CITES, and government indemnity documentation.

 - Managing installation and condition reporting processes at venues.

- Serve as primary registrar liaison for venues, couriers, and lenders.

- Collaborate with venue institutions to confirm readiness and compliance.

- Provide venues with installation guidelines and support shipping arrangements.

- Vet tour schedules and facility reports; ensure contracts reflect both financial and curatorial needs.

Insurance and Risk Management

- Secure and manage insurance coverage for all assigned exhibitions.

- Prepare government indemnity applications and coordinate issuance of insurance certificates.

- Identify and mitigate risks related to transport, installation, and storage of artworks.

Administrative & Team Collaboration

- Maintain organized documentation and archival materials from closed exhibitions.

- Contribute to department-wide planning and new initiatives under the Director of Registration.

- Support installation teams and supervise contract professionals as needed.

Qualifications:

- Bachelor’s degree required; Master’s preferred (Art History, Museum Studies, Arts Administration, or related).

- Minimum 5 years of progressive experience in registrarial roles in museums, galleries, or comparable institutions.

- Proven ability to develop and manage complex budgets, analyze financial data, and collaborate with finance teams.

- In-depth knowledge of international shipping, customs, fine arts handling, and condition reporting.

- Strong project management skills with the ability to juggle priorities.

- Excellent communication and negotiation skills.

- Detail-oriented and able to work in deadline-driven environments.

- Must hold a valid passport and be available for travel up to 50% of the time.

Salary: $90,000

Location: Hybrid (4 days in NYC office preferred), with flexible remote options available

Travel Requirement: 40–50% (Domestic and International)

How to Apply:

Please send a resume and cover letter to hr@amfedarts.org by August 8, 2025.

The AFA is committed to building a diverse and inclusive workplace and encourages applications from all qualified individuals, regardless of background or identity.