Description

Registrar

Department: Registration
Reports To: Head of Registration and Collections
Oversees: Associate Registrar

Effective Date: October 2025
 
FLSA Status: Exempt
Pay Basis: Salary
Union Status: Non-Union
Pay Grade: I
 

Position Summary:

The Registrar at the Portland Museum of Art (PMA) supports the Head of Registration and Collections by managing vital registration functions to ensure best practices in preservation and museum standards. Responsibilities include conducting inventory audits, supports ongoing data entry for the permanent collection and loans, enforcing care and safety protocols, monitoring environmental data, and coordinating permanent collection gallery rotations and exhibition logistics. The Registrar also facilitates communication with donors, lenders, and vendors regarding acquisitions and loans. Working in partnership with the Head of Registration and Collections, this position helps implement departmental objectives and fosters a collaborative, high-performing registration team.

Job Functions:

1.       Collections Care and Handling

a.       Manages handling, movement, transportation, installation, and deinstallation of objects, including loans and exhibitions at the PMA and at offsite storage locations.

b.       Develops and enforces care and safety protocols for the permanent collection, exhibitions, and loans, including handling, storage, deaccessioning, and general art movement.

c.         Oversees cataloging, condition reporting, housing creation, and materials management for collections care.

d.       Advocates for safety and risk mitigation in collection care and movement while allowing for engaging installations and visitor experiences.

e.        Conducts inventory audits and condition checks and identifies works requiring conservation or re-housing. 

f.          Advances sustainable practices and green museum protocols with integrated pest management and climate monitoring, ensuring environmental responsibility is integrated into all facets of collection care and exhibition planning.

2.       Collections Records and Policy Oversight

a.        Maintains accurate records for the permanent collection, exhibitions, and loans, including provenance research, location tracking, and image management.

b.       Prepares and manages reports related to acquisitions, deaccessions, and other collection activities. 

c.         Assists in developing and implementing museum-wide policies and procedures that ensure best practices.

3.       Collection and Exhibition Support

a.        Communicates with donors, lenders, and vendors, and coordinates visits with conservators as needed.

b.       Manages registration functions and logistics related to permanent collection and exhibition gallery rotations as assigned. 

c.         Manages loan documentation, condition reporting, and compliance with loan agreements.

d.       Prepares reports and documentation for collection management and exhibitions. 

e.        Organizes logistics for domestic and international artwork shipments as needed, including fine arts insurance and customs paperwork.

4.       Team Leadership 

a.        Directs daily team operations, ensuring staff are trained, museum standards are met, and organizational objectives and goals are achieved. 

5.       Operational Excellence and Data Utilization

a.        Supports strategic financial planning by assisting in departmental budget management.  

b.       Collects, analyzes, and reports key performance metrics to drive informed decision-making and continuous improvement.

c.         Leverages data systems to optimize workflows, resource allocation, and overall departmental efficiency.

d.       Ensures data accuracy, security, and compliance with the PMA’s policies and regulatory standards.

6.       Interdepartmental Collaboration

a.        Actively participates in cross-departmental working groups and committees to boost organizational effectiveness and collaboration.

b.       Collaborates on special projects, as needed.

Requirements

Supervisory Responsibilities:

 Participates in recruiting, interviewing, and hiring staff. Manages onboarding and offboarding, scheduling, coaching, counseling, training and development, performance evaluations, discipline, documentation, and terminations, with support of Human Resources. 

Qualifications:

•        Master’s degree in museum studies, art history, or a related field.
•        Minimum of 7-10 years of experience in collections management or registration in a museum or similar environment.
•        A combination of related education, certifications, and experience may be considered.
•        Experience in collections care protocols, inventory management systems, and managing collections management systems.
•        Substantial experience in handling, installing, transporting artwork, and coordinating logistics for both permanent collections and traveling exhibitions. 
•        Experience in negotiating rights, managing image services, and coordinating with various stakeholders, preferred. 

Skills and Competencies.

•        Exceptional organizational and time management skills to handle multiple tasks efficiently.
•        Proficient in computers, common software (e.g., Microsoft Office).
•        Manages large amounts of data accurately and efficiently.
•        Maintains confidentiality and discretion at all times in handling sensitive information.
•        Strong written and verbal communication skills for documentation and collaboration.
•        Capable of developing reports, presentations, and summaries to support decision-making.
•        Basic financial awareness to interpret reports and manage budgets.
•        Skilled in analyzing data, identifying root causes, and problem-solving.
•        Ensures high standards of accuracy and quality in all tasks.
•        Demonstrates adaptability, resilience, and a continuous learning mindset.

Standards of Excellence:

•        Strives to maintain a friendly and welcome attitude toward all.
•        Builds positive relationships through kindness, respect, and attentiveness.
•        Respects and is sensitive to diverse cultures, orientations, and perspectives.
•        Supports inclusivity by promoting equity and addressing barriers.
•        Communicates effectively and professionally.
•        Adheres to the PMA brand charter and style guide.
•        Delivers exceptional customer service in all visitor areas. 
•        Works collaboratively to achieve common goals. 
•        Inspires and motivates others.
•        Demonstrates responsibility, reliability, and ethical behavior.
•        Always follows safety protocols and procedures.

Other Requirements:

•        Successfully pass a background check and any required pre-employment screenings.
•        Valid State of Maine Class C driver’s license.
•        Flexibility to work evenings, weekends, and holidays as needed. 
•        Occasional regional, national, or international travel as needed to partner institutions, lenders, conservation facilities, and exhibitions for art handling, loans, collections management, courier duties, and professional development.   

Working Conditions and Physical Demands:

Work Environment: In-person at the PMA or affiliated sites, including galleries, storage areas, conservation labs, and offices. 

Physical Demands: Frequent standing, walking, and bending; fine motor skills for handling delicate objects and documentation; lifting and moving collection objects up to 40 lbs.; extensive computer use for records management and loan coordination. 

Exposures: Varying lighting and temperature conditions; dust and chemical exposure from conservation materials; fluctuating noise levels in exhibition areas; collaboration with curatorial, conservation, and preparation teams.

Flexible Workday Agreements allowing employees to work remotely one day per week may be available to eligible employees consistent with the PMA’s Flexible Workday Policy.

Other Duties as Assigned:

This job description outlines the primary duties, responsibilities, and expectations for this role. However, the employer reserves the right to modify or update job functions as needed to meet evolving business needs, with or without notice.

Equal Opportunity Employer:

The PMA is committed to diversity and is an equal opportunity employer. We do not discriminate based on race, color, religion, national origin, age, sex, sexual orientation, disability, veteran status, whistleblower status, familial status, gender identity or expression, genetic information, or any other legally protected characteristic.

In accordance with the Americans with Disabilities Act (ADA) and the Maine Human Rights Act, the PMA provides reasonable accommodations for qualified individuals with disabilities unless doing so would result in undue hardship. This policy covers all employment practices, including the application process. For accommodation requests, please contact the PMA’s Human Resources department.