Coordinator, Registration and Collection Management

Department: Registration and Collection Management

Reports to: Director, Registration and Collection Management

Job Type: Full-time – Regular - Onsite

Job Classification: Hourly (non-exempt)

Workplace Location: Los Angeles – Museum and Pickford

Summary/Objective

The Coordinator, Registration and Collection Management will provide administrative and organizational support to the Registration and Collection Management department and the department head. The department includes the areas of collection information, conservation, loans and exhibitions registration, permanent collections, and records management. We are seeking a well-organized, collaborative team member who can anticipate the needs of the department and ensure an efficient work environment.

This position is represented by a union.

Essential Functions Of The Job

• Serve as point person for general inquiries and inter-office communication on behalf of the department.
• Develop and maintain standard operating procedures and departmental workflows.
• Assist the department head with budget planning and tracking, ensuring accuracy and efficiency.
• Coordinate department expense reporting and invoicing; track vendor accounts and order supplies to support collection management and departmental administration.
• Manage the department calendar, plan department meetings, and assist with project management schedules.
• Provide administrative support for the department head, including scheduling.
• Assist with pulling reports and checklists; track conservation, loan, exhibition, and collection statistics; draft correspondence; record meeting minutes; prepare agendas and other requested documents; and maintain a high level of confidentiality across these activities.
• Ensure office and meeting spaces are prepared for the workday and upcoming meetings. Coordinate cleaning, supply re-stocking, and organization efforts in physical spaces used by the department at the Academy Museum and the Pickford Center.
• Organize travel arrangements, including airline, car, and hotel reservations for the department, as needed.
• Manage incoming and outgoing mail for the department.
• Coordinate tours of the collection spaces for internal and external visitors.
• Develop departmental team-building activities and assist with special projects and events as needed.
  
  

Required Competencies

• A bachelor’s degree from an accredited college or university is preferred, or relevant experience.
• 2–3 years of professional experience in a high-level administrative or executive support role.
• Intermediate experience with Microsoft Office Suite, including Word, Excel, PowerPoint, OneDrive, and Teams.
• Ability to work effectively and timely on a wide variety of projects concurrently, while remaining receptive to changing priorities.
• Attention to detail and organizational ability to excel in a fast-paced, dynamic business setting.
• Ability to establish and maintain effective professional working relationships with colleagues and the ability to best represent the Museum to outside professionals, lenders, donors, and members of the artistic community.
• A commitment to diversity, equity, accessibility, and inclusion.
  
  

Preferred Qualifications

• 1 year of experience working within a museum, gallery, archive, or non-profit arts organization is beneficial.
• Basic experience with Adobe, Airtable, and/or other project management software desired.
  
  

Physical Demands

• Must be able to traverse, remain in a stationary position for periods of time, and climb stairs and ladders.
• Must be able to move and transport materials weighing up to 30 pounds.
  
  

Required Vaccination: Full vaccination against COVID-19 is required, including any booster vaccinations as applicable. Exception: Medical and religious accommodations approved by the Office of People & Culture.

Compensation: The expected salary range for this role is $24.00 - $26.44. The actual base pay offered will be determined by factors such as experience, skills, training, location, certifications, education, and other factors permitted by law. Decisions will be made on a case-by-case basis.

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