Associate Registrar for Outgoing Loans

Company Name: 

J. Paul Getty Trust


1200 Getty Center dr.
Los Angeles, CA 90049

Job Description: 

Diversity, Equity, Accessibility, and Inclusion at Getty

Getty believes diversity, equity, accessibility and inclusion are essential to our excellence and to the execution of our mission. The Getty community values differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. We are committed to creating a welcoming workplace that reflects the various backgrounds of the communities we serve and includes individuals who bring a diversity of values and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

Job Summary

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 sites, 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 photography to the present day (including non-European works).  The Museum mounts approximately 25 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 experienced professional for Associate Registrar responsible for

processing loans of works of art from the Getty Center Museum's collections, including loans of entire exhibitions.  Ensures that the Museum's Conditions of Loan are met and that the highest standards in the safe, professional handling of works of art are followed.  Makes packing, shipping, and courier arrangements for loans from the collection, deaccessions and permanent collection objects being sent out for conservation or other reasons.  Reporting to the Registrar for Exhibitions, the successful candidate will maintain regular contact with Museum curatorial, conservation, preparation, and administrative staff, representatives of other museums and institutions, brokers, dealers, lenders, and shipping and crating vendors.

Major Job Responsibilities

  • Processes loans from the collections: tracks loan requests and coordinates response with curatorial departments and Associate Director’s office; drafts responses for and follows up directly on multi-department loan requests; drafts denial letters; prepares and reviews Museum's Conditions of Loan for all requests; reviews borrower's facility reports to check that proper security, climate control, fire protection, staffing, and insurance is in place; advises Registrar, Head of Registration, Curator and Conservator of potential problems; reviews and completes loan agreements.  Coordinates loan arrangements with curators, conservators, preparators and borrowers.
  • Makes shipping and courier arrangements for loans from the collections, deaccessions and permanent collection objects being sent out for conservation or other reasons: researches and selects best mode and route of transport for each shipment in consultation with borrower, considering environmental conditions, handling, security and cost; negotiates with agents, brokers, couriers, and carriers; reviews shipping estimates; monitors packing; instructs outside packers, couriers and other vendors; checks shipments in and out; coordinates condition reporting; tracks objects in transit; coordinates packing and shipments with Museum staff, Getty security and outside contractors; reviews shipping invoices; may act as courier.
  • Manages courier selection process for outgoing loans: circulates courier schedule; tracks bids for courier trips; consults with Head of Registration on courier selection; lets staff know the outcome of their bids; follows-up with curatorial and conservation departments to assign a courier when trips are not bid for; coordinates with other local lender museums on sharing couriers.
  • Maintains master outgoing loan schedule, loan files and facility report files. Reviews loans on regular basis to ensure deadlines are being met and advises Registrar of any problems. 
  • Responds to auditors’ requests for information on loans from the collection.
  • Assists in maintaining the quality and accuracy of object documentation in the Collections Management System (TMS): enters and proofs records in loan, exhibition and shipping modules.
  • Determines insurance requirements for loans and reviews insurance certificates and condition reports to protect Museum's liability. Prepares insurance certificates if necessary.
  • Assumes duties of other Registrars in their absence. Maintains a general knowledge of all other procedures utilized by the Registrar's Office and shares with other staff members as necessary.
  • Undertakes special projects as directed by the Exhibitions or Collections Management Registrar or Head of Registration.
  • Authorized to issue receipts, releases, and gallery removal tags.


  • Bachelor's degree in art history or related field
  • 3-5 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

  • Prefer 3-5 years of museum registration experience or combination of experience in collections management, art handling and movement, and data processing
  • Must have an understanding of and familiarity with various means of local, national and international transport and how each affects works of art
  • Experience with database systems, preferably The Museum System (TMS) and Windows-based software required
  • Excellent communication and interpersonal skills
  • Ability to be diplomatic when dealing with internal and external stakeholders; work effectively with a wide range of staff and outside professionals
  • Proven experience dealing with confidential information; must exercise discretion in dealing with information about the collections
  • Proven project management skills and ability to meet deadlines
  •  Competent editorial and proofing skills

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.  

Equal Opportunity Employer

We are proud to be an equal opportunity employer. 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.

Associate Registrar for Outgoing Loans in Los Angeles, California | Careers at Getty (