Museum Studies at Tufts University

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Loan Administrator [New York Public Library]

Under the direct supervision of the Head of Registrar Services, the Loan Administrator oversees all outgoing loans from NYPL’s special collections to external exhibitions.

Responsibilities Include

Manages the entire process of outgoing loans from NYPL’s special collections to local, national and international institutions. Handles all loan correspondence and is the primary NYPL contact with borrowing institutions.

The Loan Administrator leads the loan approval process and organizes materials for quarterly review by the NYPL Loan Committee and Board.  Participates in decisions to approve loans based on venue, object condition, schedule, shipping etc.

Coordinates with Registrar, Library curators, conservators, exhibition preparators, legal counsel, and other staff to execute each loan. Coordinates all conservation treatment, matting, framing, mount measuring and mount fabrication. Makes recommendations about preparation based on venue and shipping method. Performs condition reports for all materials. Houses loan objects in the Registrar’s Office in a safe and efficient manner.

Reviews requesting institutions’ facility reports and ensures compliance with NYPL exhibition and loan requirements.  Issues outgoing loan agreements and exhibition contracts. Working with Head of Registrar Services and fine arts insurance broker, arranges for appropriate insurance coverage for each outgoing loan. Prepares loan cost estimates for borrowers, issues invoices and tracks revenue.

Makes all shipping, crating and courier arrangements, deciding on most suitable packing, shipping routes, transportation methods and vendors. Discusses display requirements with borrowers, troubleshooting problems and recommending solutions. Provides courier training for Library staff. Serves as courier when needed.

Creates and maintains paper and electronic files for all necessary records. Assigns temporary loan numbers and maintains the Library’s outgoing loan database.  Calculates and provides loan statistics.

In addition to administering the loan program, the Loan Administrator assists with processing requests for the Special Collection Movement program, which is tasked with transporting and tracking collection items between the Research Centers and the Library Services Center.

Selects, trains and supervises interns.  Assists with the Library disaster preparedness and recovery plan. Performs other duties as required.

This position demands excellent organizational, communication and interpersonal skills, the ability to multi-task, flexibility, diplomacy, and attention to detail.

Job Requirements


  • B.A. (M.A. preferred) in Museum Studies, Museum Administration, Arts Administration, Art History or related course of study.
  • Experience in registration at a museum, archive, library or gallery setting.
  • Comprehensive knowledge of varied object handling, packing, and storage best practice techniques.
  • Comprehensive knowledge of current museum practices and procedures relating to registrarial work: object documentation, crating, international and domestic shipping, condition reports, and fine arts insurance.
  • Ability to set priorities and facilitate complex scheduling.
  • Ability to make sound decisions under pressure and deadlines.
  • Excellent computer skills, including Excel and database experience. Microsoft Access experience desirable.
    • Must be extremely well organized and detail oriented.
    • Able to lift 50 pounds and ride on trucks for extended periods of time.
    • Ability to travel domestically and internationally.
    • Excellent oral and written communication and interpersonal skills, including the ability to work independently and as part of a team.


Contact Person: Irene Moulketis
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1 Comment

  1. Thanks for sharing such a wonderful article.

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