Associate Registrar for Outgoing Loans

Philadelphia Museum of Art; Philadelphia (Philadelphia County); On-site; USD 47,848 - 64,736; Full time

Benefits offered by this job

Free general admission

Discounted guest tickets

Discounts on gifts

Staff tours

Restaurant and café discounts

Discounts at museum stores

Job summary

The Philadelphia Museum of Art is seeking an experienced Registrar to manage outgoing loans, arrange shipping, and coordinate approvals with curatorial, conservation, and leadership. You will maintain the TMS records, organize packing and travel with loans, and ensure all loan paperwork and compliance.

This full-time exempt role requires 4–7 years in museum registrations, strong organization, travel availability, and the ability to work under deadlines in a team setting.

Qualifications

• Minimum of four to seven years of related registrar experience.
• Well-organized with knowledge of best practices in registration and collections management.
• Ability to travel domestically and internationally as needed.
• Experience with TMS (The Museum System) preferred.
• Candidate must complete Security Threat Assessment after hire.

Responsibilities

• Manage & coordinate all details and logistics pertaining to outgoing loans (domestic, international, long-term loans and special exhibition loans).
• Organize shipping arrangements, coordinate courier, security, insurance and customs.
• Coordinate loan approvals with curatorial, conservation and Director.
• Review and approve Facility Reports and environmental readings.
• Prepare loan paperwork, negotiate loan agreements, and create receipts and forms.
• Maintain collections management database records (TMS) and loan files.
• Coordinate conservation, photography, and mount making for loans and liaise with Installations and Packing.
• Develop and maintain shipping and packing schedules including security during all stages.
• Travel with loans and assist with installations; some travel required.
• Release shipments to meet schedules; participate in Registration Department activities.
• Support other duties related to movement and inventory of the collections.

Skills

Registration experience

Communication skills

Travel flexibility

Education

Bachelor's in museum studies

Master's in museum studies

Tools

TMS

Job description

We are committed to an inclusive workplace. At the Philadelphia Museum of Art, we actively seek 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.

Specifically, you will:

• Manage & coordinate all details and logistics pertaining to outgoing loans (domestic, international, long‑term loans and special exhibition loans).
• Organize shipping arrangements, coordinate and manage all courier, security, insurance and customs arrangements.
• Coordinate the loan approval process and manage loan requests working closely with curatorial, conservation and Director.
• Review and approve Facility Reports & environmental readings.
• Prepare and shepherd loan paperwork, negotiate loan agreements, create receipts and other essential and legal museum forms and documentation.
• Maintain collections management database records (TMS) and create loan files.
• Coordinate conservation, photography, and mount making for loans and liaise with Installations and Packing and independent contractors for packing and crating.
• Develop and maintain shipping and packing schedules including scheduling and overseeing security of objects during all shipping and packing stages.
• Travel with loans and assist with installations as needed and/or supervise other couriers. Some domestic and international travel to meet shipping and insurance requirements is required.
• Release some shipments before or after hours to meet international and domestic shipping schedules.
• Participate in Registration Department activities assisting in achieving overall departmental goals under the direction of the Director of Registration.
• Other duties related to the movement and inventory of the collections as required.
• Perform other duties as assigned.

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.
• Well‑organized, detail‑oriented and knowledge of best practices in museum registration and collections management, art handling, and loans.
• Ability to work effectively under pressure and meet deadlines in a team‑oriented environment.
• Excellent organizational, interpersonal, and communication skills.
• Availability to travel as a courier nationally and internationally as needed.
• Experience with TMS (The Museum System) preferred.
• Candidate must complete Security Threat Assessment post‑hire.

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.
• 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

Free general admission and other perks:

• 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.

Comprehensive benefits package for employees includes:

• 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.