Associate Registrar, General

Carnegie Museum of Art

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. Key responsibilities include the care, handling, processing, and oversight of objects from the museum’s collection and on loan. Experience with museum registration methods, condition reporting, insurance, contracts, and related legal documentation required. The Associate Registrar works closely and collaboratively with the Art Preparation & Installation, Collections Information, Exhibitions, Conservation, and Curatorial teams in achieving the goals of the museum’s artistic program and the stewardship of the museum’s collection.

Some evenings and weekend hours may be required.


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.

Assigns loan numbers, directs packing, and makes packing notes and condition reports for artworks arriving and leaving CMOA.

Monitors budgets, tracks expenditures and revenue in relation to all loan activity.

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.



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 of fine arts shipping protocols (including governmental regulations) and related record-keeping.

Must be familiar 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.

Must have proven ability to work independently and as part of a team and be able to supervise interns and volunteers.

Proficiency in project management systems, such as Asana, preferred.

Must have commitment to diversity, equity, accessibility, and inclusion.


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.

How to Apply

Please submit all application materials through the Carnegie Museums of Pittsburgh’s Career Opportunities site.

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Posted on September 6