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Coordinator, Registration and Collection Management

Coordinator, Registration and Collection Management

Academy Of Motion Picture Arts and SciencesLos Angeles, CA, US
1 day ago
Job type
  • Full-time
  • Permanent
  • Quick Apply
Job description

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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    Registration Coordinator • Los Angeles, CA, US