Collections Registrar: Documentation & Compliance

philamuseum; Philadelphia (Philadelphia County); On-site; USD 51,000 - 62,000; Full time

Benefits offered by this job

Free museum admission

Discounted guest tickets

Gift memberships discounts

Staff tours and presentations

Restaurant and store discounts

Job summary

Philadelphia Museum of Art is seeking an Associate Registrar for Collections to manage registration, accession, and deaccession processes in line with museum policy and legal requirements.

You will create and organize legal documentation, coordinate acquisitions, manage long-term loans, and oversee shipping, installation, and collection movement with attention to accuracy and confidentiality.

Qualifications

• Minimum of four to seven years of related registrar experience
• 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
• 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
• Strong interpersonal skills
• Flexibility to work with a diverse team of staff and lenders
• Ability to work in a fast-paced environment and 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
• 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

Organizational skills

Problem solving

Attention to detail

Written and verbal communication

Discretion / confidentiality

Interpersonal skills

Team collaboration

Fast-paced environment

Education

Bachelor's/Master's in museum studies

Tools

TMS

Microsoft Office

Job description

Philadelphia Museum of Art is seeking an Associate Registrar for Collections to manage registration, accession, and deaccession processes in line with museum policy and legal requirements.

You will create and organize legal documentation, coordinate acquisitions, manage long-term loans, and oversee shipping, installation, and collection movement with attention to accuracy and confidentiality.