Associate Registrar, General

Carnegie Museum of Art, 4400 Forbes Avenue, Pittsburgh, Pennsylvania, United States of America Req #956
Thursday, September 1, 2022
Carnegie Museum of Art creates experiences that connect people to art, ideas, and one another. We believe creativity is a defining human characteristic to which everyone should have access. CMOA collects, preserves, and presents artworks from around the world to inspire, sustain, and provoke discussion, and to engage and reflect multiple audiences. Carnegie Museum of Art is arguably the first museum of contemporary art in the United States, collecting the "Old Masters of tomorrow" since the inception of the Carnegie International in 1896. Today, the museum is one of the most dynamic major art institutions in America. Our collection of more than 30,000 objects features a broad spectrum of visual arts, including painting and sculpture; prints and drawings; photographs; architectural casts, renderings, and models; decorative arts and design; and film, video, and digital imagery. Through our programming, exhibitions, and publications, we frequently explore the role of art and artists in confronting key social issues of our time, combining and juxtaposing local and global perspectives.  With our unique history and resources, we strive to become a leader in defining the role of art museums for the 21st century. Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

The CMP COVID-19 Employee Vaccine Policy requires that all employees provide proof of COVID vaccination or if not fully vaccinated, must provide proof of negative COVID-19 testing on a weekly basis.

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.

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

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


  • 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.


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.
  • Assesses 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.
  • Arrange 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.
  • 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.

Perform other duties as assigned by Director of Collections & Exhibitions Management.

This is a Union position.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.   

*GUIDANCE ON ESSENTIAL FUNCTIONS:   The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources. A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential. B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function. C. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential. D. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis. E. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential. F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.  G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.

Other details

  • Pay Type Hourly
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  • Carnegie Museum of Art, 4400 Forbes Avenue, Pittsburgh, Pennsylvania, United States of America