Assistant Registrar

Getty; Los Angeles (CA); On-site; USD 50,000 - 68,000; Full time

Benefits offered by this job

Medical, Dental and Vision insurance

403(b) with Getty Match

Educational Assistance

Paid Vacation/Sick/Personal Days

On-Site Fitness Center

Community service opportunities

Job summary

The J. Paul Getty Museum seeks an Assistant Registrar in the Villa Registrar’s Office at the Getty Villa. The role supports coordinating loans for about 25 exhibitions annually, handling paperwork, insurance, and documentation in TMS and related systems.

The successful candidate will have a Bachelor's in art history or related field and 1–3 years in registration or collections movement, with strong communication skills and the ability to manage multiple projects.

Qualifications

• Bachelor's degree in art history or related field.
• 1–3 years of registration, publications, or collections documentation experience, or related movement/rights work.

Responsibilities

• Coordinate loans for exhibitions: create files, loan agreements, and tracking in databases.
• Arrange shipping and courier details, prepare per diem, and process invoices.
• Input and maintain records in the Collections Management System (TMS).
• Assist with monthly art counts and packing/shipping coordination.
• Provide administrative support including budgets and documentation.

Skills

Excellent communication

Interpersonal skills

Discretion with confidential info

Project management

Education

Bachelor's degree in art history

Tools

The Museum System (TMS)

Oracle

Job description

Getty is committed to creating a welcoming workplace that reflects the various backgrounds of the communities we serve. We value differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. 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.

Our Mission

The J. Paul Getty Museum seeks to inspire curiosity about, and enjoyment and understanding of, the visual arts by collecting, conserving, exhibiting, and interpreting works of art of outstanding quality and historical importance and is one of four programs of the J. Paul Getty Trust. The Museum operates two facilities, the Getty Villa in Malibu, which exhibits its collection of Greek and Roman antiquities, and the Getty Center in Brentwood, which displays its collections of European art: Medieval and Renaissance illuminated manuscripts, paintings, sculpture, decorative arts, drawings to 1900, and photographs to the present day (including non-European works). The Museum mounts numerous temporary exhibitions a year across its two sites; maintains an annual permanent gallery improvement program and offers wide-ranging and ambitious programming for its visitors .

The Opportunity

The J. Paul Getty Museum seeks an Assistant Registrar position within the Registrar’s department located at the Getty Villa. Reporting to the Villa Registrar, the experienced individual will assist in coordinating loans for approximately 25 exhibitions held each year. They will have experience with automated collections management systems as well as Windows-based software packages; an understanding of and familiarity with various means of local, national, and international transport and how each affect works of art; strong administrative skills to handle paperwork and meet deadlines; excellent verbal and written communication skills required. They must be flexible and able to work on several projects at once.

Major Job Responsibilities

• Assists with coordinating loans to the collections for exhibitions: creates exhibition and lender files; prepares loan agreements to accompany official loan request letters; assists with review and distribution of loan correspondence and agreements to Exhibitions and curatorial departments; reviews and tracks lenders’ loan conditions in collections database; assists with preparing and distributing Indemnity and insurance certificates to lenders; generates condition report cover sheets and compiles condition report notebooks; assists with compiling unpacking notes; assists with installations and de-installations.
• Assists in making shipping and courier arrangements for exhibitions: maintains various spreadsheets and/or The Museum System (TMS) reports of shipping and courier activity; makes hotel reservations; generates courier information sheets, departure sheets, and courier packets; drafts and submits courier per diem requests and courier Tax Status Questionnaires; generates exhibition reports, shipping receipts, and loan checklists; creates and distributes work orders and dock notifications; assists with compliance to Certified Cargo Screening Program (CCSP) regulations, both in generating the required paperwork and in maintaining standards in the galleries; updates master shipping schedule; assists with compiling of shipping and courier estimates; processes invoices through Oracle; ensures that transport information is properly recorded; may act as courier.
• Coordinates packing and shipping with Museum staff, Trust security, and outside contractors; checks shipments in and out, and may also act as courier.
• Assists in maintaining the quality and accuracy of object documentation in the Collections Information System (TMS): enters, updates, and/or proofs records on exhibitions, loans, objects, insurance and shipments based on information provided by lenders, curators, or agents regarding loans and shipments.
• Assists Registrar for Collections Management on data entry or proofing projects, as needed. Participates in monthly art counts of the galleries and collections storerooms at the Villa; keeps track of daily art movements in TMS and issues appropriate documents.
• Assists with administrative support to Department; manages Center and Villa budgets, budget spreadsheets, and quarterly estimated actuals; reconciles FedEx charges for the Getty Center Registrar’s Office except for Rights & Reproduction needs.
• Maintains a general knowledge of all other procedures utilized by the Registrar's department and shares with other staff members as necessary.
• Undertakes special projects as directed by the Exhibitions Registrar or Associate Registrars working on exhibitions.
• Authorized to issue receipts, releases, and gallery removal tags.

Qualifications

• Bachelor's degree in art history or related field
• 1-3 years of registration or publications experience or related experience in collections documentation, handling or movement or in the granting or obtaining of electronic rights

Knowledge, Skills And Abilities

• Applies basic knowledge of collection documentation, image reproduction, loan and rights negotiation, license agreements or copyright law to routine assignments and work
• Competent with database systems such as The Museum System (TMS) preferred, and basic imaging software
• Knowledge of local, national and international transportation and how each affect works of art
• Knowledge of a Western European language helpful
• Excellent communication and interpersonal skills; ability to be diplomatic and have strong interpersonal skills to work effectively with a wide range of employees and outside professionals
• Ability to deal with confidential information exercising discretion in dealing with information about the collections
• Basic knowledge of digital imaging and photographic methods

Benefits And Perks

Here are just some examples that Getty offers/provides for full-time employees:

• Medical, Dental and Vision insurance coverage, starting on 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 employee, to 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

To learn more about our comprehensive benefits and long list of perks, go to Getty HR.