Assistant Registrar

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. 

How You Will Contribute

Responsible for a broad range of registration functions but specializing primarily on Collections documentation and organizing safe and efficient transport of art objects for loan, purchase, gift, bequest, off-site storage, and overseeing installations in an outdoor sculpture garden and some temporary exhibitions.  The person best suited for this position is extremely detail-oriented, meets deadlines, and is a successful multi-tasker. Computer knowledge is imperative. 

Specifically, you will:

• Arrange and coordinate the transfer of artwork to and from the museum including transportation, couriers, security, insurance, unpacking, storage and related housekeeping details
• Assign loan numbers, generate receipts, loan agreements and other legal museum forms and documentation
• Enter information into the collection management system (TMS)
• Mark or label permanent collection objects with accession numbers
• Oversee installations in the Sculpture Garden, historic park houses and other outdoor spaces
• Coordinate installation for exhibitions
• 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
• Assist Collections Registrar with accessioning and deaccessioning
• Some domestic and international travel required
• Receive or release shipments after hours
• Complete condition reports on a range of object types
• Other duties related to the movement and inventory of the collections and miscellaneous duties as assigned
• Participate in Registration Department activities assisting in achieving overall departmental goals under the direction of the Director of Registration.

Your background and experience include:

• Excellent organizational, written, and verbal skills required
• Strong interpersonal skills
• Flexibility and ability to work with a diverse team of staff and lenders
• Willingness to travel, some foreign language skills, and ability to work in a fast-paced environment
• Extremely detail oriented and ability to work under pressure and meet deadlines
• Collections Management database (TMS) experience required
• Computer proficiency – Word, Excel, Outlook, Acrobat
• Prior related registrar experience preferred
• Bachelor’s degree in museum studies program or equivalent experience working in museum collections management preferred

Position and Compensation Details

• The salary for this position is $42,000.
• 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 the 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
  • While performing the essential functions of job, the individual must be able to remain stationary in galleries during installation and de-installation for long periods of time
  • Able to regularly set up, adjust, and operate a computer/keyboard and other office equipment used to generate work/transmit data.
• COVID-19 vaccination required.
• If selected, candidate must complete a post-offer pre-employment background check consisting of a criminal history
• If selected, candidate must complete Security Threat Assessment application

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.
• Aspires to excellence in all aspects of their work and serves as a model for others.
• 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
Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• 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.