Associate Registrar for Collections

Philadelphia Museum of Art; Philadelphia (Philadelphia County); On-site; USD 51,000 - 62,000; Full time

Benefits offered by this job

Free general admission to the museum

Discounted guest tickets

Special staff tours and presentations

Discounts at museum restaurant and ret

Comprehensive benefits: medical, etc.

Job summary

The Philadelphia Museum of Art is seeking an Associate Registrar for Collections to oversee registration and accession processes in line with the museum's governance and policy. You will manage legal documentation, transfers, loans, and entries into the TMS.

This full-time, exempt role requires 4–7 years registrar experience, a museum studies degree or equivalent, and strong organizational and communication skills in a fast-paced environment.

Qualifications

• Minimum of four to seven years of related registrar experience; Bachelor’s degree or Master’s in museum studies program, or equivalent experience working in museum collections management
• Familiarity with laws pertaining to cultural property, ownership, custody, transfer, and disposition of works of art, and with best practices and standards in the field, including ethical standards
• Excellent organizational skills, problem solving skills, follow-through, and attention to detail and accuracy
• Excellent written and verbal communication skills
• Exhibits excellent decision-making skills, judgment and adaptability. Maintains confidentiality and discretion at all times in handling sensitive information
• Strong interpersonal skills
• Flexibility and ability to work with a diverse team of staff and lenders
• Ability to work in a fast-paced environment and work under pressure to meet deadlines
• Collections Management database experience - TMS required
• Computer proficiency – Word, Excel, Outlook, Acrobat
• Candidate must complete Security Threat Assessment application

Responsibilities

• Manage the registration and accession process for objects accepted into the museum’s permanent collection, and deaccession processes in accordance with legal requirements and museum policy
• Create, organize, and maintain legal documentation, contractual forms and retrieval systems associated with acquisitions and the collection - accessions, bequests, promised gifts, and deaccessions
• Prepare quarterly Collections Committee reports and Board Reports for approval meetings
• Review and approve acquisition proposals and support the coordination of proposals with the Deputy Director of Collections and Exhibitions
• Arrange and coordinate the transfer of artwork to and from the museum as needed – organize transportation, couriers, security, insurance, unpacking, storage and related details
• Manage incoming long-term loans, generate receipts, loan agreements and other legal museum forms and documentation as applicable
• Enter information into the collection management system (TMS)
• Conduct collections inventories, including spot checks
• Oversee installations in historic park houses, Rodin Museum and other PMA sites as needed
• Assist in the coordination of large-scale reinstallations of the permanent collection galleries
• Assist in the preparation of budgets for the packing, shipping and insuring of loans
• Other duties related to collections documentation, care, inventory and movement of the collections

Skills

Registrar experience

Museum studies degree or equivalent

Knowledge of cultural property laws

Organization and attention to detail

Written and verbal communication

Discretion and confidentiality

Interpersonal skills

Ability to work in fast-paced env.

TMS experience

MS Office proficiency

Education

Bachelor’s degree in museum studies

Master’s in museum studies

Tools

TMS

Word

Excel

Outlook

Acrobat

Job description

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

How You Will Contribute

Responsible for a broad range of registration functions but specializing primarily on Collections documentation. The Associate Registrar for Collections is responsible for the accurate execution of Registration functions for the museum’s collections in adherence with best practices in collections care and governance. Responsible for upholding the museum’s Collections Management Policy

The Associate Registrar manages and implements the registration and accession process for objects accepted into the museum’s permanent collection, and is responsible for deaccessioning, incoming loans, object movement, packing and shipping, care, handling, and storage of objects in the museum’s custody, as well as the ethical and legal issues and documentation associated with these activities. The Associate Registrar for Collections organizes safe and efficient transport of art objects for a variety of purposes and oversees installations as needed.

Specifically, you will:

• Manage the registration and accession process for objects accepted into the museum’s permanent collection, and deaccession processes in accordance with legal requirements and museum policy
• Create, organize, and maintain legal documentation, contractual forms and retrieval systems associated with acquisitions and the collection - accessions, bequests, promised gifts, and deaccessions
• Prepare quarterly Collections Committee reports and Board Reports for approval meetings
• Review and approve acquisition proposals and support the coordination of proposals with the Deputy Director of Collections and Exhibitions
• Arrange and coordinate the transfer of artwork to and from the museum as needed – organize transportation, couriers, security, insurance, unpacking, storage and related details
• Manage incoming long-term loans, generate receipts, loan agreements and other legal museum forms and documentation as applicable
• Enter information into the collection management system (TMS)
• Conduct collections inventories, including spot checks
• Oversee installations in historic park houses, Rodin Museum and other PMA sites as needed
• Assist in the coordination of large-scale reinstallations of the permanent collection galleries
• Assist in the preparation of budgets for the packing, shipping and insuring of loans
• Other duties related to collections documentation, care, inventory and movement of the collections

Your background and experience include:

• Minimum of four to seven years of related registrar experience; Bachelor’s degree or Master’s in museum studies program, or equivalent experience working in museum collections management
• Familiarity with laws pertaining to cultural property, ownership, custody, transfer, and disposition of works of art, and with best practices and standards in the field, including ethical standards
• Excellent organizational skills, problem solving skills, follow-through, and attention to detail and accuracy
• Excellent written and verbal communication skills
• Exhibits excellent decision-making skills, judgment and adaptability. Maintains confidentiality and discretion at all times in handling sensitive information
• Strong interpersonal skills
• Flexibility and ability to work with a diverse team of staff and lenders
• Ability to work in a fast-paced environment and work under pressure to meet deadlines
• Collections Management database experience - TMS required
• Computer proficiency – Word, Excel, Outlook, Acrobat
• Candidate must complete Security Threat Assessment application

Position And Compensation Details

• The salary for this position is $56,292.08
• This position is Full-Time, Exempt, and 35 hours per week
• This position is part of the AFSCME Local 397 bargaining unit.
• This position reports to Director of Registration
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
• Minor lifting and bending (lifting of no more than 50 pounds)
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences
• Maintains confidentiality
• Adheres to all museum protocols, procedures, rules, and policies

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays
• Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure