erika.katayama
05-22-2018, 11:57 AM
GENERAL SUMMARY:
Under the general supervision of the Director of Registration and Collections, provides technical support for all registration functions, with a particular emphasis on the museum’s permanent collection, the maintenance of the collection database, and administrative coordination of multiyear financial activity across the division to ensure successful execution of the Portland Museum of Art’s (PMA’s) mission.
ESSENTIAL JOB FUNCTIONS:
Supports the division by providing oversight on all budget information reporting; by analyzing and forecasting expenses; and by monitoring revenue and expense accounts. Reviews and processes all expenditure and purchasing documents related to these accounts, and reconciles account balances.
Supports the division by providing oversight on all budget information reporting; and by analyzing and forecasting expenses; and by monitoring revenue and expense accounts. Reviews and processes all expenditure and purchasing documents related to these accounts, and reconciles account balances.
Maintains files shared across the division, museum, and with external users including multi-year exhibitions calendar, 3 to 5 year exhibition budgets and expenses, and financial recordkeeping for co-organized exhibitions. Develops tracking and evaluation systems to measure and evaluate efficient and effective use of resources toward accomplishment of established goals.
Assists in administration of the collection database, including implementing approved infrastructure processes to enable strategic and effective museum-wide use and public access to PMA’s collection data. Implements procedures as assigned to ensure PMA’s metadata remains consistent with standards in the museum field.Coordinates, prepares, and distributes agendas, documents, and presentations for the Collection Committee and other meetings as assigned; coordinates paperwork related to art accessioning and deaccessioning; and copy edits documents as assigned.
According to established protocols, assists in entering and editing of all information relating to the nature, status, location, history, inventory, movement, and location control of PMA objects. Maintains database files which support this information, including authority files, person files, and activity files.
Assists in performance of daily maintenance of location and inventory controls for all objects in the PMA via the collection database. Provides condition reports as needed for both the permanent and loan collections.
Couriers works of art as needed according to best practice and established protocols.
Assists registrars, curators, and art handling staff with the handling, movement, installation, and deinstallation of collection objects, including loans and exhibitions as assigned. Communicates with museum staff as needed regarding gallery changes of the permanent collection and long-term loans.
Creates and maintains manual files for collection objects as works are accessioned or received on loan, including object files, and exhibition files, according to established protocols.
Provides training and technical support to collection database users. Retrieves data from the database and from manual files as needed by curators, registrars, PMA staff, volunteers, and the public, and prepares reports, checklists, and loan documents. Prepares reports from database.
Assists the Director of Registration and Collections to advise and educate staff in all areas of on-going risk assessment and the development of strategies to manage and alleviate all risks to the collections. Acts as liaison between Museum departments to disperse information regarding objects and special projects.
Assists with object rehousing and inventory as needed, including the hinging of works on paper for matting and framing.
Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted during work. This may include answering questions, utilizing approachable body language such as smiling and making eye contact, thanking people for visiting the PMA, and other open and engaging behavior daily.
Requirements
Knowledge of museum registration methods and proficiency with Collections Management software.
Condition reporting, object handling, and object numbering skills required.
Ability to multitask, organize work, and meet deadlines with careful attention to detail in a fast-paced, collaborative environment.
Ability to strategically organize, process, and maintain records, identify inefficient or ineffective processes and implement improvements.
Ability to develop procedures for operating systems and train technical and non-technical users.
Strong office management skills with considerable knowledge of office practices and procedures.
Proven written and oral communication skills, including ability to adhere to PMA brand charter and style guide, and familiarity with protocols of business correspondence.
Ability to communicate effectively with constituents in person, over the phone and via email.
Ability to operate computers and assigned software, including Microsoft Office, EmBark, and Altru.
Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted in the course of work.
Physical ability for handling, lifting, and installing works of art.
Ability to travel, including on short notice.
Ability to handle sensitive and confidential information with discretion.
Ability to pass a criminal background check.
Under the general supervision of the Director of Registration and Collections, provides technical support for all registration functions, with a particular emphasis on the museum’s permanent collection, the maintenance of the collection database, and administrative coordination of multiyear financial activity across the division to ensure successful execution of the Portland Museum of Art’s (PMA’s) mission.
ESSENTIAL JOB FUNCTIONS:
Supports the division by providing oversight on all budget information reporting; by analyzing and forecasting expenses; and by monitoring revenue and expense accounts. Reviews and processes all expenditure and purchasing documents related to these accounts, and reconciles account balances.
Supports the division by providing oversight on all budget information reporting; and by analyzing and forecasting expenses; and by monitoring revenue and expense accounts. Reviews and processes all expenditure and purchasing documents related to these accounts, and reconciles account balances.
Maintains files shared across the division, museum, and with external users including multi-year exhibitions calendar, 3 to 5 year exhibition budgets and expenses, and financial recordkeeping for co-organized exhibitions. Develops tracking and evaluation systems to measure and evaluate efficient and effective use of resources toward accomplishment of established goals.
Assists in administration of the collection database, including implementing approved infrastructure processes to enable strategic and effective museum-wide use and public access to PMA’s collection data. Implements procedures as assigned to ensure PMA’s metadata remains consistent with standards in the museum field.Coordinates, prepares, and distributes agendas, documents, and presentations for the Collection Committee and other meetings as assigned; coordinates paperwork related to art accessioning and deaccessioning; and copy edits documents as assigned.
According to established protocols, assists in entering and editing of all information relating to the nature, status, location, history, inventory, movement, and location control of PMA objects. Maintains database files which support this information, including authority files, person files, and activity files.
Assists in performance of daily maintenance of location and inventory controls for all objects in the PMA via the collection database. Provides condition reports as needed for both the permanent and loan collections.
Couriers works of art as needed according to best practice and established protocols.
Assists registrars, curators, and art handling staff with the handling, movement, installation, and deinstallation of collection objects, including loans and exhibitions as assigned. Communicates with museum staff as needed regarding gallery changes of the permanent collection and long-term loans.
Creates and maintains manual files for collection objects as works are accessioned or received on loan, including object files, and exhibition files, according to established protocols.
Provides training and technical support to collection database users. Retrieves data from the database and from manual files as needed by curators, registrars, PMA staff, volunteers, and the public, and prepares reports, checklists, and loan documents. Prepares reports from database.
Assists the Director of Registration and Collections to advise and educate staff in all areas of on-going risk assessment and the development of strategies to manage and alleviate all risks to the collections. Acts as liaison between Museum departments to disperse information regarding objects and special projects.
Assists with object rehousing and inventory as needed, including the hinging of works on paper for matting and framing.
Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted during work. This may include answering questions, utilizing approachable body language such as smiling and making eye contact, thanking people for visiting the PMA, and other open and engaging behavior daily.
Requirements
Knowledge of museum registration methods and proficiency with Collections Management software.
Condition reporting, object handling, and object numbering skills required.
Ability to multitask, organize work, and meet deadlines with careful attention to detail in a fast-paced, collaborative environment.
Ability to strategically organize, process, and maintain records, identify inefficient or ineffective processes and implement improvements.
Ability to develop procedures for operating systems and train technical and non-technical users.
Strong office management skills with considerable knowledge of office practices and procedures.
Proven written and oral communication skills, including ability to adhere to PMA brand charter and style guide, and familiarity with protocols of business correspondence.
Ability to communicate effectively with constituents in person, over the phone and via email.
Ability to operate computers and assigned software, including Microsoft Office, EmBark, and Altru.
Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted in the course of work.
Physical ability for handling, lifting, and installing works of art.
Ability to travel, including on short notice.
Ability to handle sensitive and confidential information with discretion.
Ability to pass a criminal background check.