Job Description
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
- Part Time PTO
- 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
If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or take the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest in the arts and culture space and what you hope to bring to this role. About the Whitney The Whitney Museum of American Art, founded in 1930 by the artist and philanthropist Gertrude Vanderbilt Whitney, houses the foremost collection of American art from the twentieth and twenty-first centuries. From her vision arose the Whitney Museum of American Art, which has been championing the most innovative art of the United States for 86 years. The core of the Whitney’s mission is to collect, preserve, interpret, and exhibit American art of our time and serve a wide variety of audiences in celebration of the complexity and diversity of art and culture in the United States. Through this mission and a steadfast commitment to artists themselves, the Whitney has long been a powerful force in support of modern and contemporary art and continues to help define what is innovative and influential in American art today. Its signature exhibition, the Biennial, is the country's leading survey of the most recent developments in American art.
EEO Statement The Whitney Museum of American Art is an Equal Opportunity Employer. The Museum does not discriminate because of age, sex, religion, race, color, creed, national origin, alienage or citizenship, disability, marital status, pregnancy, partnership status, caregiver status, veteran status, gender (including gender identity), sexual orientation, genetic information, predisposition, or carrier status, arrest or conviction record to the extent required by applicable law, credit history, domestic violence, sexual violence, or stalking victim status, or any other factor prohibited by law. The Museum hires and promotes individuals solely on the basis of their qualifications for the job to be filled. The Museum encourages all qualified candidates to apply for vacant positions at all levels.
Job Tags
Daily paid, Full time, Part time, Local area