Reports To: Vice President of Curatorial Affairs
Department: Curatorial Department
Salary Range: $50,000-$60,000

The Museum Registrar is responsible for all activities related to the care, custody, security, storage, transport, and maintenance of the Museum’s collections, including ensuring compliance with Museum policies and American Alliance of Museums’ best practices of stewardship, conservation, access, and public display.

The Museum Registrar is responsible for managing the MIMSY collections database, for all aspects of museum’s fine arts insurance, for the coordination of installations, and the management of all loans. S/he will oversee and assist with all aspects of art handling, installations, and de-installations as needed and is responsible for all condition reports.


  • Maintaining collection storage so that all collections are accessible and stored professionally. Systemizes storage with an eye towards conservation, accessibility, and efficiency.
  • Updating and implementation of the Museum’s Collections Management Policy. Advises on current accepted professional policies and practices regarding collection management, fine art insurance, legal issues, and other matters affecting AAM collection and loan decisions.
  • Leading the Disaster Management Team, updating all related policies and procedures as needed, keeping the Museum leadership informed of all needs and issues that have arisen, and pro-actively advocating for their resolution.
  • Proper handling, care, security, and maintenance of collections including:

a. Maintaining procedures for new acquisitions and deaccessioned objects, including assigning numbers, creating and updating object records in the database, and cataloguing of works. Prepares and processes gift receipts. Prepares loan agreements for exhibitions and annual extended loan renewals. Keeps checklists and coordinates photography for all new acquisitions, loans, and deaccessioned objects. Updates digital and paper files, including the collections database.

b. In conjunction with the Operations Manager, overseeing all HVAC requirements and ensures that all systems are functioning well and environmental standards are met in all areas where art is stored and displayed.

c. Preparing and updating a gallery checklist for security. Oversees all daily checks of the collection by security and other staff. Ensures that monitoring of exhibition areas by security is consistent and ongoing and that an audit trail is possible.

d. Overseeing appropriate museum fine arts insurance coverage. Reviews coverage every three years and competitively bids the contract.

e. Managing program for museum inventories as per collection management plan.

f. Executing and keeping thorough condition reports on permanent collection, loaned objects, and temporary exhibitions.

g. Performing routine monitoring of pest management control and environment in all collection storage areas.

h. Coordinating and assisting as needed in crating and packing works of art for travel and in-house movement.

  • Overseeing and updating the collections management database, MIMSY, and the online collections database, MOBIUS, and ensuring that staff are trained in the implementation and standards of that system as needed.
  • Tracking locations of all art in the collection and both incoming and outgoing loans. Prepares receipts for all incoming and outgoing works of art. Creates and maintains manual and automated files and inventories for loans and collection objects. Generates reports as required.
  • Overseeing all incoming temporary loan exhibitions and reviewing all outgoing loans requests from AAM collections, in conjunction with curatorial staff and the President/CEO. Has primary responsibility for couriering loans from the collections. Is responsible for all shipping, insurance, and security arrangements for exhibitions and other loans.
  • In consultation with curatorial staff, developing a conservation plan for the collection.
  • Overseeing the creation and implementation of a timeline for the installation of all exhibitions and changes to the permanent collection.
  • Preparing for and participating in Collections Committee Meetings.
  • Responding to emergencies affecting the collections and/or loans:

a. Thoroughly familiar with security systems, policies, procedures, and actions related to security alarm activation and AAM Security Manual. Updates all parts of the Museum’s Security Manual relating to collection and exhibition security and safety. Becomes familiar with emergency procedures and assists Security and Operations in emergencies as necessary. Keeps staff informed on collection and exhibition related security issues.

b. Thoroughly familiar with fire systems, fire extinguisher location and use, fire evacuation policies and procedures in event of alarm activation.

c. Thoroughly familiar with required responsibilities and actions under AAM Disaster Plan.

  • Training and supervising interns and volunteers in collections management and care.
  • Other responsibilities as required.


  • Master’s degree in Art History or Museum Studies or proven parallel professional experience.
  • At least three to five years of collection management experience in an art museum.
  • Experience working with MIMSY collections database, with the ability to work with Crystal Reports preferred.
  • Knowledge of materials and techniques, American and European art.
  • Knowledge of conservation practices and art preparation, art handling, condition reporting, and fine art management experience.
  • Ability to work on multiple projects in a deadline driven environment.
  • Excellent interpersonal, planning, and organizational skills and attention to detail.
  • Computer skills are to include Word and Excel.
  • Ability to lift 30 pounds and drive a van.
  • Available to work extra hours, when needed, for installations, courier trips, and other projects.
  • Some travel required for couriering loans.

To Apply:

Please submit your resume and cover letter by email to

Applications will be reviewed beginning after March 15, 2021 and the position will remain open until filled.

The Allentown Art Museum is committed to providing equal employment opportunities without regard to race, creed, color, national origin, sex, age, veteran status, sexual orientation, and disability.

About the Allentown Art Museum:

The Allentown Art Museum, is an AAM-accredited museum with a permanent collection comprised of approximately 20,000 works of art.  For over 85 years, the Allentown Art Museum has been a vital arts and educational institution in the greater Lehigh Valley.  The mission of the Museum is to enrich the lives of the widest possible audience of visitors by engaging, informing, and inspiring them through the activities of collecting, preserving, studying, exhibiting, and interpreting important works of visual art.