Assistant Museum Registrar

The ideal candidate will be responsible for coordinating and processing new acquisitions into the permanent collection in accordance with the PAFA’s acquisition procedures. This position will handle all outgoing loans to other institutions and oversee all long term loans. This position will also handle rights and reproductions requests for exhibitions and scholarly needs. Additionally, the Assistant Registrar will provide support to the Senior Registrar and registration department as assigned. The candidate must have a good working knowledge of collections management software. Lastly, the candidate must be able to travel.

Position Relationships: Reports to the Senior Registrar and collaborates closely with the curators, conservators, preparatory staff, and the digital assets manager.

Duties & Responsibilities:

  • Organize all aspects of incoming acquisitions of works of art being considered for gift or purchase including packing and shipping arrangements, deeds of gift, invoices, photography, condition reporting, data entry and object files.
  • Generate and coordinate all related paperwork for outgoing loans including, loan forms, insurance, packing, condition reports and shipping arrangements.
  • Work with curators on acquisitions and outgoing loans for the collections committee meetings.
  • Work with the Conservation Department to formulate conservation plan and schedule for works acquired for the collection.
  • Manage the bi-annual renewal of all long-term loans in and out of the institution including insurance documentation, generating loan forms and off-site visitations of long term loans out as needed.
  • Process all external rights and reproduction requests and research copyright for objects.
  • Coordinate with the Digital Assets Manager for photography of the collection when needed.
  • Serve as courier for outgoing loans.
  • Other duties as assigned by the Senior Registrar, which could include handling internal and external requests for information about the collections, showing works of art to scholars or students, and assisting with exhibitions.


  • 3-5 years of related experience
  • Bachelor’s degree in Art History, Museum Studies or related field
  • Collections database experience required: MIMSY preferred
  • Knowledge of Crystal reports a bonus
  • Extremely detailed oriented, ability to work quickly and efficiently in a professional manner
  • Ability to work well as a team member
  • Must be able to handle multiple projects at the same time
  • Excellent communications skills
  • Excellent written and verbal skills required
  • Knowledge of best practices in fine arts collections management, inc. handling, care, preservation, installation and storage
  • Computer proficient: Word, Excel, Outlook, etc.
  • Able to stand for long periods and lift at least 25lbs
  • Must possess a current driver’s license and passport

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How To Apply

Online Applications

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  • Cover letter with salary requirements
  • Resume or CV
  • List of professional references (3 minimum)

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The Pennsylvania Academy of the Fine Art is an Equal Opportunity Employer and encourages the recruitment and retention of qualified candidates for all positions. PAFA encourages members of all diverse groups to seek employment with us.