Associate Registrar, General

About the role

The Associate Registrar, General works closely with the Director of Collections & Exhibitions and other museum colleagues to support and fulfill registration and collections management responsibilities related to the museum’s permanent collection, acquisitions of works to the permanent collection, exhibition program, loans to/from the museum, offsite storage activity, and maintaining the museum’s archive.

Responsibilities

• Contributes to, coordinates, and manages internal processes for exhibitions, new acquisitions, deaccessions, outgoing loans, and archives.
• Organizes registration aspects for new acquisitions entering the museum’s collection:
  • Follows established acquisitions procedures.
  • Manages packing, shipping, and insurance for potential acquisitions.
  • Produces complete documentation for all objects being accessioned, including assigning accession numbers and physically numbering or tagging objects.
  • Assists with image coordination of acquisition objects with the Photography Manager.
  • Works with Curatorial team to prepare Collections Committee and Advisory Board Meeting reports accurately and on schedule.
• Organizes Registration Aspects For Permanent Collection:
  • Assists with tracking object locations on the museum premises and while in transit; assists with associated database activity and data entry.
  • Assists with temporary gallery rotations and reinstallations of permanent collection objects, coordinates activity with Art Preparation & Installation and Exhibition teams.
  • Assists with collection inventories.
  • Assists with moving Collection and Registration processes into Asana.
  • Affords on-site and off-site storage needs and planning for permanent collection objects.
• Organizes Registration Aspects For Outgoing Loans:
  • Manages the internal review and approval process for outgoing loans, working closely with the Director of Collections & Exhibitions, Conservation, and Curatorial staff.
  • Plans, arranges, and manages, by working closely with colleagues at borrowing institutions both nationally and internationally, all shipping details to and from the museum for outgoing loans from the permanent collection.
  • Creates and reconciles invoices for outgoing loans.
  • Arranges for the crating or packing of outgoing loans exiting the museum premises.
  • Maintains Outgoing Loans project board on Asana.
  • Assists with imaging coordination of permanent collections by scheduling and overseeing movement of works for Photography Manager.
  • Organizes registration aspects for incoming loans, special exhibitions, temporary installations, and traveling exhibitions:
    • Organizes contractual arrangements, loan agreement forms, review of exhibition contracts, condition reports, facility reports, supplying photographs, cataloging information, and other documents related to collections management.
    • Plans and manages shipping arrangements for incoming objects for exhibition or loan; monitors the installation/deinstallation of objects in exhibitions and major collections project.
    • Inspects objects and completes condition reports, making notes as needed; coordinates the packing, crating and couriering of objects; establishes the date and method of shipping items; plans courier schedules.
    • Plans, arranges, and records all shipping details to and from the museum for all incoming loans to the permanent collection.
    • Plans and manages shipping arrangements for objects for exhibition or loan for traveling or off-site exhibitions organized or co-organized by CMOA, and traveling exhibitions organized by external partners, as needed.
• General Duties:
  • Manages incoming and outgoing loan activity in the EMu database.
  • Works closely with Collections Information Manager for projects and assignments as they relate to the collections management system (EMu).
  • Coordinates with insurance provider to prepare and issue certificates of insurance.
  • Prepares condition reports and performs condition checks.
  • Receives and releases works of art and generate accompanying paperwork.
  • Sets loan numbers, directs packing, and makes packing notes and condition reports for artworks arriving and leaving CMOA.
  • Maintains and updates registrar records and archive files from closed loans.
  • Acts as a courier when needed.
  • Works closely with the Director of Collections & Exhibitions, Associate Registrar(s), Art Preparation and Installation department, Conservation department and the Curatorial staff to pack, ship and store works safely in CMOA’s offsite storage facility.
  • Maintains accurate locations and inventories of offsite storage.
  • Facilitates curatorial and conservation access to objects when needed.
  • Works closely with Gallery Associates and the Visitors and Museum Services Department to respond and resolve visitor interactions on all objects and artworks throughout the museum.
  • Performs and participates in Gallery Associate trainings, as needed.
  • Works closely with CMP’s Facilities, Planning and Operations department, Director of Collections & Exhibitions, Conservation department, Art Preparation & Installation department, and Chief of Staff to manage storage conditions, monitor security and climate at the museum premises and offsite storage, assist in making recommendations for improvements to museum facilities.
  • Keeps up-to-date regarding new museum practices and government requirements in the field of packing, shipping, and governmental legislation.
  • Participates in periodic collections inventories as needed; assists with handling the yearly collection audit and cooperates with internal and outside auditors as needed.
  • Perform other duties as assigned by Director of Collections & Exhibitions Management.

Requirements

• Bachelor’s degree in museum administration, art history, or related field is required.
• Minimum of 3-5 years working in museum registration required.
• Experience working with collections management systems is required; experience using Axiell EMu is preferred.
• High proficiency in Microsoft Office programs required.
• Knowledge of a foreign language is preferred.
• Previous experience working in a fast-paced environment while maintaining a high level of attention to accuracy and detail.
• Knowledge, Skills, Abilities:
  • Knowledge of fine arts shipping protocols (including governmental regulations) and related record-keeping.
  • Familiarity with museum standards for conservation, preservation, and object handling.
  • Superior organizational capabilities, attention to accuracy, excellent oral and written communication, and problem-solving skills are essential.
  • Potential for independent work and as part of a team and be able to supervise interns and volunteers.
  • Proficiency in project management systems, such as Asana, preferred.
  • Commitment to diversity, equity, accessibility, and inclusion.

Qualifications

• Ability to undertake long- and short-term travel by car, truck, train, and plane.
• Ability to regularly lift 40lbs. and stand or sit for long periods of time, occasionally in inclement weather.

Skills

• Knowledge of museum registration methods, condition reporting, insurance, contracts, and related legal documentation.
• Superior organizational capabilities, attention to accuracy, excellent oral and written communication, and problem-solving skills.
• Knowledge of fine arts shipping protocols (including governmental regulations) and related record-keeping.
• Familiarity with museum standards for conservation, preservation, and object handling.
• High proficiency in Microsoft Office programs.
• Knowledge of a foreign language is preferred.
• Previous experience working in a fast-paced environment while maintaining a high level of attention to accuracy and detail.
• Knowledge, Skills, Abilities:
  • Knowledge of fine arts shipping protocols (including governmental regulations) and related record-keeping.
  • Familiarity with museum standards for conservation, preservation, and object handling.
  • Superior organizational capabilities, attention to accuracy, excellent oral and written communication, and problem-solving skills are essential.
  • Potential for independent work and as part of a team and be able to supervise interns and volunteers.
  • Proficiency in project management systems, such as Asana, preferred.
  • Commitment to diversity, equity, accessibility, and inclusion.

Benefits

This Full-Time position is eligible for Carnegie Museums of Pittsburgh’s many Benefits.

Pay

Expected starting pay range, based on experience $42,000.00-52,000.00

Schedule

Full-Time position