Registration Department Assistant

Registration Department Assistant

The Registration Department Assistant provides administrative and operational support to the Exhibitions and Collection Registration Department. This position assists with recordkeeping, scheduling, financial tracking, and other administrative functions that support exhibitions, loans, and stewardship of the collection. The role is primarily administrative in nature.

Responsibilities

• Process and reconcile departmental invoices
• Track departmental budgets and purchase orders and reconcile monthly expenditures.
• Coordinate travel arrangements, accommodations, and per diem administration for exhibition and loan couriers.
• Generate and maintain departmental calendar for gallery check inspections
• Maintain departmental records and files
• Assist with routine updates to collections management records in TMS
• Create and maintain courier tracking spreadsheets with travel information
• Generate courier information sheets and per diem receipts as needed
• Assist registrars with tracking costs and keeping accounting records
• General administrative support for exhibitions, loans, acquisitions, and collection-related projects.
• Assist registrars with varied exhibition and collection-related tasks and projects as needed
• Schedule departmental meetings and attend calendar meetings, as needed
• Prepare meeting materials and presentation decks, as needed.
• Coordinate FedEx shipments, messenger services, and other departmental logistics.
• On occasion and after training, receive or release shipments at loading dock at Museum and/or off-site storage locations; assist registrars during museum activity as needed.

Requirements

• B.A. (Administration, Accounting)
• 2 years museum experience; entry level position
• Detail oriented
• Excellent communication and organizational skills
• Collaborative spirit
• Strong attention to detail
• Accounting knowledge and ability to work with Concur, Navan and Excel spreadsheets. Knowledge of TMS and M365, specifically Teams and OneDrive preferred.
• Work is on-site only; no hybrid schedule offered

Compensation

• $30-$32/hr; 21 hours/wk
• Medical, Dental, Vision,
• 403(B) elections
• Commuter benefits - parking and mass transit
• Admission to world-renowned museums across the city and nationally
• Pet insurance and discounted membership for Citibike
• This position may be covered by UAW Local 2110