Museum of Fine Arts, St. Petersburg

The Registrar is responsible for examination, acknowledgement, and registration of objects as they enter and leave the museum on temporary or indefinite loan and as they are added to the permanent collection. Responsible for the oversight of collections management including registration; collection safety, coordination, and condition during exhibition preparation and installation; and object conservation. The Registrar updates facility report for distribution to

lending and borrowing institutions.


 Keeps an index and book of Temporary Receipts by number and by lender/donor, electronically and hard copy, in order to find records in the Temporary Receipt books of any past loans not accessioned. Manage the TR process including storage, evaluation, and recommendations regarding appropriate disbursement of objects.

 Updates insurance values of works in the collection, whenever this information becomes available.

 Arranges for pick-up and delivery of works of art offered on loan or as a gift to the collection.

 Inventory: surveys condition of artworks, keeps a record of location of objects, marks any unmarked objects. Once a year, participates with outside auditors in a spot inventory of works in the collection and their accompanying documentation (object files).

 Develops policies for data entry into The Museum System (TMS) and maintains the integrity of the collections database overall.

 Conservation: Works with curatorial team to monitor and maintain artworks in the collection. Both collaborate with contracted conservator when objects need attention or treatment.

 Coordinate with curatorial and operations to schedule art movement, for collection and temp exhibitions.

 Catalogues permanent collection and long-term loans: assigns to number systems; marks objects, prepares registrar’s files; adds all information to museum’s collection database.

 Exhibitions and Permanent Collection: along with the appropriate curatorial staff, processes incoming and outgoing loans; arranges for shipping, and insurance coverage; processes insurance claims when necessary. Oversees packing and unpacking; acts as a courier for artworks; prepares condition reports, inspects permanent and temporary installations. With other members of the Department, cleans and dusts in the Museum’s galleries and waxes outdoor bronzes in Sculpture Garden.

 Monitors the environment of galleries and storage, including IPM and climate control.

 In collaboration with Director of Operations, responsible for disaster preparedness planning and recovery, with specific responsibility for the collection and artworks.

 Answers requests for information on the collection, working with curatorial team.

 Serves as liaison for visiting students, scholars, and other researchers viewing works in the collection and pertinent documentation.

 Accessioning: Assembles items to be either accessioned or de-accessioned. Assists Curator(s) to prepare research for presentation to Collections Committee, prepares agenda for meeting, and acts as a recording secretary. Take minutes of meeting, email them to the Committee Chair and file the minutes in the Collections

Committee official bound book.

 Collaborates with Development team in the preparation of Deeds of Gift and acknowledgments to donors.

 Works with curatorial team to prepare and update Collections Management Policy for the approval of the Accessions Committee.

 Participates in conferences and workshops on museum registration.

 The Registrar communicates well within the Curatorial Department and represents the museum at meetings and conferences.

 Performs other duties as needed.

  • Years of Experience 5 years

  • Education Museum Studies, Art History, or related

  • Degree or Formal Training Master’s degree preferred

Additional Experience:

 Excellent leadership, managerial, planning, organizational, and administrative skills.

 Strong interpersonal and written and oral communication skills; high level of presentation, problem solving and diplomacy skills.

 Ability to work collaboratively with colleagues in a team-orientated environment.

 Able to understand logical record keeping, conservation of artworks, up to date packing and shipping methods, legal issues, as well as environmental and security systems.

 In-depth knowledge of collection management, documentation and preservation practices, policies and procedures (including art handling, condition reporting, packing/crating, domestic and international shipping, exhibition planning, courier arrangements, fine arts insurance, indemnity, immunity from seizure, and customs


 Ability to be flexible, balance multiple projects concurrently and work with close attention to detail.

 Experience with collection management databases. (The MFA currently uses TMS.)

 Ability to inspire, motivate, and lead a productive team, and establish and maintain effective working relationships with a wide variety of people including trustees, donors, lenders and borrowers, vendors, and the general public.

 Ability to energetically manage a diverse and challenging workload and to work under pressure to meet deadlines while maintaining a positive attitude and providing exemplary service to colleagues and patrons.

 Ability to work independently and to carry out assignments to completion within parameters of standard accepted practices.

 Familiarity with and adherence to standard museum practices.

 Excellent computer proficiency (MS Office – Word, Excel, and Outlook).


 Able to sit for extended periods of time on a daily basis.

 Able to lift 50 pounds unassisted, carry objects, climb ladders and stairs, and stand and sit for long periods of time.

 Willing and able to travel (by truck and/or plane) as needed.

 Able to carry files occasionally.

 Able to walk and/or stand up to two hours per day.

 Able to constantly operate a computer and other office productivity machinery

 Able to frequently communicate with guests and co-workers about museum events and exhibits. Must be able to exchange accurate information in these situations.

 Able to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.

 Able to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.

How to Apply

Please send letter of interest, resume, and salary expectations to

No phone calls please.

Posted on April 5