Loans Registrar & Shipping Specialist

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

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.