Assistant Registrar

J. Paul Getty Trust, The • Malibu, CA

3h • $28 - $36 • Onsite

About The Position

The J. Paul Getty Museum seeks an Assistant Registrar for its Registrar’s department at the Getty Villa. Reporting to the Villa Registrar, this role assists with coordinating loans for approximately 25 exhibitions each year, including exhibition documentation, shipping and courier arrangements, collections records, and administrative support. The position coordinates with Museum staff, Trust security, and outside contractors, and may involve serving as a courier. The Assistant Registrar also participates in art counts and supports special projects as directed by the Exhibitions Registrar or Associate Registrars working on exhibitions.

Requirements

• Bachelor’s degree in art history or a related field.
• 1–3 years of registration or publications experience, or related experience in collections documentation, handling or movement, or granting or obtaining electronic rights.
• Basic knowledge of collection documentation, image reproduction, loan and rights negotiation, license agreements, or copyright law for routine assignments and work.
• Knowledge of local, national, and international transportation and how each affects works of art.
• Excellent communication and interpersonal skills, including diplomacy and the ability to work effectively with a wide range of employees and outside professionals.
• Ability to handle confidential information and exercise discretion regarding information about the collections.
• Basic knowledge of digital imaging and photographic methods.
• Strong administrative skills to handle paperwork and meet deadlines.
• Excellent verbal and written communication skills.
• Flexibility and ability to work on several projects at once.

Nice To Haves

• Competence with database systems such as The Museum System (TMS) and basic imaging software; TMS is preferred.
• Knowledge of a Western European language.

Responsibilities

• Assist with coordinating exhibition loans, including creating exhibition and lender files; preparing loan agreements; reviewing and distributing loan correspondence and agreements; tracking loan conditions; preparing indemnity and insurance certificates; compiling condition report notebooks and unpacking notes; and assisting with installations and de-installations.
• Assist with exhibition shipping and courier arrangements, including maintaining shipping and courier records, making hotel reservations, preparing courier materials and requests, generating exhibition and shipping documents, creating work orders and dock notifications, supporting compliance with Certified Cargo Screening Program regulations, updating the master shipping schedule, compiling estimates, processing invoices through Oracle, and recording transport information; may act as courier.
• Coordinate packing and shipping with Museum staff, Trust security, and outside contractors; check shipments in and out; and may act as courier.
• Assist in maintaining accurate object documentation in the Collections Information System (TMS), entering, updating, and proofreading exhibition, loan, object, insurance, and shipment records.
• Assist the Registrar for Collections Management with data entry or proofreading projects as needed.
• Participate in monthly art counts of the Villa galleries and collections storerooms; track daily art movements in TMS and issue appropriate documents.
• Provide departmental administrative support, manage Center and Villa budgets, budget spreadsheets, and quarterly estimated actuals, and reconcile FedEx charges for the Getty Center Registrar’s Office except for Rights & Reproduction needs.
• Maintain general knowledge of Registrar’s department procedures and share that knowledge with other staff as necessary.
• Undertake special projects as directed by the Exhibitions Registrar or Associate Registrars working on exhibitions.
• Issue receipts, releases, and gallery removal tags.

Benefits

• Medical, dental, and vision insurance coverage beginning on the date of hire; Getty pays 75%–95% of the premium depending on the selected plan.
• 403(b) Employee Investment retirement plan with up to 5% Getty match.
• Getty contribution of 6% to a 401(a) retirement account on behalf of the employee.
• Educational assistance and professional development.
• Paid vacation, sick, and personal days.
• 12 paid holidays.
• Bi-weekly Off-Fridays for many positions.
• On-site fitness center at Getty Center.
• Community service opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level