Associate Registrar for Outgoing Loans

The Philadelphia Museum of Art; Philadelphia (Philadelphia County); On-site; USD 47,000 - 63,000; Full time

Job summary

The Philadelphia Museum of Art seeks an Associate Registrar to handle outgoing loans from our collections, both domestic and international, including long-term and special exhibition loans. You will coordinate shipping, security, insurance, and customs, and work with curatorial and conservation teams to advance the loan process.

Responsibilities include preparing loan paperwork, maintaining records in TMS, arranging packing and installation support, and traveling as needed to supervise

Qualifications

• Bachelor’s degree or Master’s in museum studies or equivalent experience.
• Well-organized, detail-oriented with knowledge of best practices in museum registration and collections management.
• Ability to work under pressure and meet deadlines in a team environment.

Responsibilities

• Manage outgoing loans (domestic and international) and all logistics.
• Organize shipping, courier, security, insurance, and customs arrangements.
• Coordinate loan approvals with curatorial, conservation and Director.
• Review Facility Reports and environmental readings.
• Prepare and shepherd loan paperwork; negotiate loan agreements and documentation.
• Maintain collections records (TMS) and loan files.
• Coordinate conservation, photography, and mounting for loans; liaise with packing contractors.
• Travel as a courier nationally and internationally as needed.

Skills

Registrar experience

Detail oriented

Communication skills

TMS experience

Travel willing

Teamwork

Education

Museum studies degree

Tools

TMS

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.

The Associate Registrar will handle all aspects of outgoing loans (domestic and international, special exhibition and long-term) of works of art from the museum’s collections.

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 required.
• Release some shipments before or after hours to meet international and domestic shipping schedules.

Additional duties:

• 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 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.