Registration Assistant

Location 1103 Biscayne Boulevard, Miami, FL, 33132, United States Base Pay $21.00 - $22.00 / Hour Relocation Expense Covered No Employee Type Full Time Required Degree 4 Year Degree Travel 10% Manage Others No Contact information Emailhr@pamm.org

Position Overview Reporting to the Associate Director of Registration, the Registration Assistant supports the daily operations of the Registration Department by providing essential administrative and logistical assistance to the Registration team. This role is crucial for maintaining organized records, coordinating departmental operations, and supporting collections stewardship and exhibition preparation. The ideal candidate is detail-oriented, organized, proactive, and demonstrates a strong interest in museum registration practices and standards.

Requirements

• Bachelor's degree in a related field or equivalent experience.
• Interest in museum collections and registration practices.
• Strong organizational, analytical, and time-management skills with keen attention to detail.
• Ability to manage multiple projects and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent communication and interpersonal skills.
• Discretion in handling confidential and sensitive information.
• Ability to work in a multi-ethnic and multi-cultural environment.
• Able to work well both independently and as part of a team, self-starter.
• Ability to work a flexible schedule that may include evening and weekend assignments.
• Must have excellent attendance and punctuality.d Degree: (if applicable)

Preferred Qualifications

• Degree in Art History, Museum Studies, Arts Administration, Library Science, or a related field.
• Previous experience (internship or entry-level) in a museum or cultural institution.
• Familiarity with digital databases, document management, or shared file systems (SharePoint, Dropbox, Adobe Acrobat).
• Experience with collections databases, preferably The Museum System Collections (TMS-C).
• Bilingual in English/Spanish a plus.

Teamwork Skills

• Positive, respectful, and collaborative approach to teamwork.
• Be professional, responsible, and mature in conduct and behavior.
• Self-motivated, receptive to feedback, and eager to learn.
• Be understanding of, encouraging to, and friendly with all co-workers.
• Be self-motivated and use time wisely.
• Maintain effective and open line of communication with each department and all colleagues.
• Adhere to all work rules, procedures and policies established by PAMM including, but not limited to those contained in the Employee Handbook.

Physical Demands

• Ability to perform physical activities such as stooping, kneeling, standing, climbing ladders, lift (up to 25 pounds) files, office supplies, and electronic equipment.
• Manual dexterity and visual acuity for handling objects and data entry.
• Ability to hear in normal tones including telephone and face-to-face conversation.

Summary

Essential Functions include, but are not limited to

Administrative Support

• Coordinate and schedule internal Registration Department meetings; manage agendas, take notes, and maintain the shared departmental calendar.
• Organize interdepartmental meetings; prepare reports, agendas, and materials in advance, and document meeting notes as needed.
• Process payment requests, manage invoices and maintain office supply inventory for the department.
• Respond to general departmental correspondence and fulfill internal data requests.
• Organize and maintain both digital and physical files and documentation for the Registration Department, ensuring accessibility, accuracy, and proper archiving.
• Support special projects, conduct research, and assist with other departmental assignments as needed.

Collections and Exhibitions Support

• Assist with the preparation of standard registration documents, such as condition reports, receipts, acquisition paperwork, packets, checklists and reports.
• Support cataloging efforts and contribute to object data entry and updates in PAMM’s collections management system—The Museum System Collections (TMS-C), under supervision.
• Arrange travel and accommodations for registration couriers, including the preparation of itineraries and packets.
• Produce monthly reports on environmental conditions in storage and galleries, including temperature and relative humidity.
• Support collections inventory projects.
• Support other registration-related tasks and PAMM initiatives as assigned.

View additional career opportunities on the PAMM page.. Please cite Calibre Careers as your referral source.