Assistant Registrar

J. Paul Getty Trust, The • Los Angeles, CA

6d • Onsite

About The Position

The J. Paul Getty Museum is seeking an Assistant Registrar in the Registrar’s department at the Getty Villa. Reporting to the Villa Registrar, this position assists in coordinating loans for approximately 25 exhibitions each year. The role supports exhibition loans, shipping and courier arrangements, collections documentation, art counts, and departmental administration across the Getty Center and Villa. It requires strong administrative and communication skills, attention to deadlines, flexibility to manage several projects at once, and familiarity with collections management systems, software, and art transportation.

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, applied to routine assignments and work.
• Knowledge of local, national, and international transportation and how each affects works of art.
• Excellent verbal and written 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 collections information.
• Strong administrative skills, including handling paperwork and meeting deadlines; flexibility to work on several projects at once.

Nice To Haves

• Competence with database systems such as The Museum System (TMS).
• Basic imaging software skills.
• Knowledge of a Western European language.
• Basic knowledge of digital imaging and photographic methods.

Responsibilities

• Assist with coordinating exhibition loans, including creating exhibition and lender files; preparing loan agreements; reviewing and distributing correspondence and agreements; tracking lenders’ 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; arranging hotels; preparing courier materials and requests; generating exhibition reports, shipping receipts, and loan checklists; creating work orders and dock notifications; supporting Certified Cargo Screening Program compliance; updating the master shipping schedule; compiling estimates; processing invoices through Oracle; and recording transport information. May act as a courier.
• Coordinate packing and shipping with Museum staff, Trust security, and outside contractors; check shipments in and out; and, as needed, act as a courier.
• Assist in maintaining accurate object documentation in the Collections Information System (TMS), including entering, updating, and proofreading exhibition, loan, object, insurance, and shipment records based on information from lenders, curators, or agents.
• Assist the Registrar for Collections Management with data-entry or proofreading projects as needed.
• Participate in monthly art counts of galleries and collections storerooms at the Villa; track daily art movements in TMS and issue appropriate documents.
• Provide administrative support to the department, including managing Center and Villa budgets, budget spreadsheets, and quarterly estimated actuals, and reconciling FedEx charges for the Getty Center Registrar’s Office except for Rights & Reproduction needs.
• Maintain general knowledge of other Registrar’s department procedures and share information with staff as needed.
• 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 starting on the date of hire; Getty pays 75%–95% of the premium depending on the plan selected.
• 403(b) employee investment retirement plan with up to 5% Getty match.
• Getty contribution of 6% on behalf of the employee to a 401(a) retirement account.
• Educational assistance and professional development.
• Paid vacation, sick, and personal days.
• 12 paid holidays.
• Many positions have bi-weekly Off-Fridays.
• On-site fitness center at Getty Center.
• Community service opportunities.

What This Job Offers

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