Assistant Registrar for Exhibitions and Rights & Reproductions

About the Role

The Assistant Registrar for Exhibitions and Rights & Reproductions supports the preparation and management of SAM’s special exhibitions and incoming loans to the permanent collection, providing administrative support to the Exhibitions Registrars, coordinating logistics, preparing documentation, and ensuring safe handling of artworks.

Additionally, the position oversees rights and reproduction for the museum’s permanent collection managing image licensing requests, copyright compliance, and the organization of photography archives.

The successful candidate is highly detail-oriented, collaborative, and comfortable balancing logistics, documentation, and communication with both internal and external stakeholders.

Key Responsibilities

Exhibitions and Loans

• Assist with organizing incoming and outgoing loans for special exhibitions and the permanent collection.
• Support the review and execution of SAM and lender loan agreements.
• Coordinate logistics with lenders, shippers, and partners for wall-to-wall transport of artworks.
• Prepare documentation including condition reports, shipping receipts, crate lists, and pro forma invoices.
• Oversee packing and unpacking during installation and deinstallation, maintaining related records.
• Assist in developing and monitoring exhibition budgets.
• Ensure accurate data entry in The Museum System (TMS), including object, loan, and shipping records.
• Participate in occasional art handling and courier duties as assigned.
• Maintain working knowledge of Registrar’s Office procedures.

Rights & Reproductions

• Manage policies and procedures for rights and reproductions, ensuring alignment with SAM’s mission and priorities.
• Receive, evaluate, and process internal and external image requests.
• Prepare agreements, invoice clients, track payments, and distribute approved images.
• Obtain curatorial approval for external image use when required.
• Provide guidance on copyright and intellectual property matters in consultation with legal counsel.
• Maintain and expand licensing agreements, track renewals, and ensure compliance.
• Respond to and coordinate requests for in gallery photography and filming.
• Organize and preserve slide and negative archives.
• Maintain accurate records of copyright ownership and licensing in TMS.
• Manage collection images published through eMuseum.

FSLA STATUS: Full Time, Non Exempt
REPORTS TO: Registrar for Exhibitions
COMPENSATION: $26.20 - $29.13 Per Hour

Work Schedule

This role is typically scheduled during business hours Monday–Friday. However, occasional evening and weekend hours may be required in support of exhibition schedules. This position is hybrid eligible under SAM’s current workplace policy.

Benefits

Benefits include a fully employer-paid HMP medical plan or an employee contribution PPO plan, dental, vision, and basic life insurance/LTD/AD&D, Flexible Spending Account, Short Term Disability, Supplemental Dental Insurance, and participation in SAM’s 403(b) retirement plan.

Following 1 year of service and 1,000 hours worked, SAM makes a discretionary 3% employer contribution regardless of participation and provides an employer match program. Historically, this contribution has been made annually.

Additional benefits include paid time off for vacation, PSST, bereavement leave, and jury duty, 11 scheduled holidays, 1 paid floating holiday, a subsidized unlimited ORCA card, onsite fitness facility, and an EAP. Full-time staff also receive a Patron-level membership to SAM, a Tier III membership to the American Alliance of Museums, and discounts to the museum shop and programming.

About SAM

Seattle Art Museum’s vision is to be the museum for all of Seattle—a bold, dynamic hub of creativity, belonging, and cultural leadership, shaping the future of art and community. Our mission is to create a welcoming space where people find inspiration and discover our common humanity through exceptional art and dynamic, engaging programs.

As the leading visual arts institution in the Pacific Northwest, SAM shares global connections, powerful exhibitions, and vibrant programs to engage, educate, and inspire. SAM operates across three sites and is supported by over 365 employees, 10 executive leaders, and more than 200 volunteers.

We Are Looking For

Required Qualifications

• Bachelor’s degree in liberal arts, art history, studio art, design, museum studies, or equivalent combination of education and experience.
• Minimum 2 years of exhibition installation or registration experience.
• Knowledge of art handling, conservation, registration, and art security requirements.
• Familiarity with loan agreements, budgets, and fine art shipping logistics.
• Demonstrated ability to establish and maintain effective relationships with internal and external partners.
• Strong organizational, communication, and time management skills.
• Proficiency in Microsoft Office Suite, Zoom, Asana, Slack, and internet-based research.
• Ability to learn and maintain proficiency in The Museum System (TMS).
• Ability to pass and maintain security background check clearance.

Preferred Qualifications

• 3 years of registration or rights & reproductions experience in a fine arts museum.
• Knowledge of copyright and intellectual property laws.
• Familiarity with TMS, eMuseum, and other museum database systems.
• Experience with image licensing and archives.

Work Conditions

• Exposure: Primarily indoors in climate-controlled galleries, offices, and storage spaces. Occasional exposure to varying air-quality standards and potentially hazardous materials may occur; PPE and training provided.
• Stationary Work: Approximately 60% of time spent at a desk; 40% moving around galleries and work areas.
• Communication: Clear and effective communication in English with colleagues, lenders, and external partners.
• Office Work: Regular use of computers, phones, copiers, and office equipment.
• Lifting/Carrying: Ability to move up to 50 pounds of crates, files, or supplies.