Part-Time Museum Registration Assistant

Whitney Museum of American Art Llc

New York (NY)

On-site

USD 41,000 - 44,000

Part time

14 days+

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Benefits offered by this job

Medical, Dental, Vision

403(B) elections

Part Time PTO

Commuter benefits

Museum access

Pet insurance

Citibike membership discount

Union coverage

Job summary

The Whitney Museum of American Art in New York is seeking a part-time Registration Department Assistant to support the Exhibitions and Collection Registration Department. The role focuses on recordkeeping, scheduling, financial tracking, and general administrative duties for exhibitions and loans.

Responsibilities include invoicing, budget tracking, travel coordination, calendar management, and updating collections records in TMS.

Qualifications

B.A. in administration or accounting.
2 years museum experience; entry level position.
Detail oriented with strong organizational and communication skills.
On-site only; no hybrid schedule.
Experience with Concur, Navan and Excel; knowledge of TMS and M365 preferred.

Responsibilities

Process and reconcile departmental invoices.
Track departmental budgets and purchase orders and reconcile monthly expenditures.
Coordinate travel arrangements, accommodations, and per diem administration for exhibition and loan couriers.
Generate and maintain departmental calendar for gallery check inspections.
Maintain departmental records and files.
Assist with routine updates to collections management records in TMS.
Create and maintain courier tracking spreadsheets with travel information.
Generate courier information sheets and per diem receipts as needed.
Assist registrars with tracking costs and keeping accounting records.
General administrative support for exhibitions, loans, acquisitions, and collection-related projects.
Assist registrars with varied exhibition and collection-related tasks and projects as needed.
Schedule departmental meetings and attend calendar meetings, as needed.
Prepare meeting materials and presentation decks, as needed.
Coordinate FedEx shipments, messenger services, and other departmental logistics.
On occasion and after training, receive or release shipments at loading dock at Museum and/or off-site storage locations; assist registrars during museum activity as needed.