We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

How You Will Contribute

The Records Coordinator serves as administrative support staff for the Director of Conservation and the Conservation Division’s permanent staff, fellows and interns, part-time contract conservators, and technicians. The primary function is to manage and organize the paper and digital records of works of art handled within the Division. The position also includes other administrative, organizational, and clerical tasks, assisting the conservation staff and the Conservation Administrator.

Specifically, you will:

• Manage and organize paper and digital records in adherence with museum record retention schedules.
• Organize, maintain, distribute, and file conservation records (object folders; examination, treatment, and loan reports; hygrothermograph charts; incident reports.)
• Upload, organize, name, and tag digital image files to the Conservation Image Server as needed.
• Act as point-person for the Conservation Division’s internal database, Tracker: enter information and import records, assist conservators with database questions and troubleshooting, pull requested files/documentation for conservators, create logins and password for new users, train new conservation staff on database.
• Work with Library and Archives and Conservation staff to migrate records from Tracker to a new conservation database that is replacing it.
• Utilize TMS to create new object folders and process conservation requests.
• Coordinate and draft social media content for the Conservation Division.
• Maintain Conservation library collection, catalog, and check in/out system.
• Act as Division liaison to the Library and Archives Department. Serve on the Art Information Commons Steering Committee and Collections Resources and Information Group
• Serve on the Digital Asset Management System Committee – the Metadata and Governance Group.
• Carry out administrative, organizational, and clerical tasks:

• Answer department telephone and transfer calls as appropriate.

• Utilize computer skills: scan conservation documents; prepare labels for object folders, photographs, shipping, correspondence, etc.; create and maintain Excel spreadsheets.
• Assist conservation staff with computer use and minor troubleshooting. Liaise with Information and Interpretive Technologies Department as necessary.
• Maintain and update Conservation Division staff contact lists, emergency phone schedules, and holiday schedules.
• Update and distribute the Weekend Emergency Phone List weekly.
• Pick-up and distribute mail and packages; copy, scan, and fax documents as needed.

• Assist the Conservation Administrator:

• Maintain/order office supply inventory.

• Schedule Conservation Division staff meetings.
• Record and distribute Conservation Division staff meeting minutes.
• Maintain and update forms, news, and messages on the Conservation Division section of the PMA Staff Intranet.

Your background and experience include:

• Experience working with database systems.
• Working knowledge of Library of Congress cataloging system.
• Excellent skills in computers, communication, problem solving, and organization.
• Demonstrated ability to communicate and interact effectively in a large, busy, and diverse work environment.
• Experience with Windows 7/10; Microsoft Office (including Word, Excel, PowerPoint, and Outlook), Adobe; and file-sharing and management software (Dropbox, OneDrive, WeTransfer) preferred.
• Bachelor’s degree or relevant equivalent experience.
• Knowledge of art history, fine art, archival standards, library science, and art/heritage conservation is helpful but not required.
• Interest in data management and archival work.

Position and Compensation Details

• The hourly rate for this position is 17.58
• This position is full-time, non-exempt, and 35 hours per week
• This position is part of the AFSCME Local 397 bargaining unit
• This position reports to The Neubauer Family Director of Conservation
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
  • Occasionally utilize small step stool or ladder to access archive boxes and tall files stored in high locations
  • Occasionally move items, no more than 20 pounds
• COVID-19 vaccination required.
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum, and protects and enhances its reputation and standing within the community of museums.
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees* including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays

• Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

7UlmQQFUVP