Assistant Registrar in Los Angeles, California at The J. Paul Getty Trust

Assistant Registrar

US-CA-Los Angeles

Job ID: 2026-4862
Type: Regular Full-Time
# of Openings: 1
Category: Museum Operations
Getty

Overview

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.

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