Museum Specialist (Assistant Loan Officer/Registrar)

Washington, D.C
Oct 20, 2021
Oct 23, 2021
Full Time


The primary purpose of this position is to assist the loan officers and registrars with the processing and coordination of the multi layered loan approval process for outgoing loans and with the movement of paintings, sculptures, decorative arts, works of art on paper, and other media from National Gallery collections traveling to and from the National Gallery's premises and other institutions.

Learn more about this agency


The incumbent:
  • Reviews loan requests, as assigned, determines potential viability, and circulates requests to appropriate offices for review; interprets foreign language correspondence or arranges for translation.
  • Manages Loan Records by updating TMS loan records with specific requirements and conditions of loan.
  • Works with curators and the Treasurer's Office to obtain and verify appropriate insurance values and review insurance coverage options and indemnity for loans.
  • Generates curatorial memorandums and loan approval worksheets to obtain recommendations from appropriate curators and conservators.
  • Secures Loan Approvals by providing details of assigned loans for review and approval by National Gallery executives and trustees.
  • Coordinates all work necessary to prepare outgoing loans for shipment including all incoming and outgoing documentation and digital imaging of each object.
  • Oversees the packing and unpacking, coordinates condition check with conservators and maintains condition reports.
  • Selects and negotiates modes of transportation and services to be used based on National Gallery standards and requirements and government procedures and policy.
  • Organizes shipments to ensure that objects arrive or return on schedule. Prepares packing and shipping budgets as requested by borrowers.
  • Coordinate's art handling staff to schedule packing, shipping, and gallery changes to collect/return outgoing loans from public display.

Travel Required

Occasional travel - 25% or less

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a U.S. citizen to apply for this job.
  • Subject to a background/suitability investigation.
  • Designated and/or random drug testing may be required.
  • Selective Service Registration is required for males born after 12/31/1959.

Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant work experience and education (if applicable) as it relates to this job opportunity. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Your resume must include the dates of all qualifying experience (from month/year to month/year) and the number of hours worked/volunteered per week.

Physical Requirements: Must be able to lift 25 pounds and operate lifts.


Applicants must have a minimum of one year of specialized experience at a level of difficulty and responsibility comparable to the next lower grade, GS-1016-9, or comparable pay band in the Federal service or equivalent experience in the private sector organizes all aspects of incoming and outgoing movement of works of art traveling to and from the National Gallery and the borrowing institutions and arranges for safe transportation of the works of art approved for outgoing loan.


Specialized Experience Statement :

Candidates must possess at least one year of specialized experience, equivalent in responsibility to the federal GS-9 level, involving the implementation of best practices in fine art collections management that has included the handling, care, preservation, installation, and storage of art, registration methods, collection management systems, special exhibitions and loan administration, fine arts insurance and indemnity, and coordination of registrars, art handlers and technicians in a major art museum. Such experience must also demonstrate the possession of a well-developed knowledge of both European and American art history.

Other Relevant Eligibility Criteria : None

Candidates must reflect in their submitted USAJOBS résumés the possession of this specialized experience. If their résumés do not include such specialized experience, they will be ineligible for this position.

Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates. Candidates should ensure their résumé and submitted materials clearly demonstrate possession of these factors to receive maximum employment consideration.
  • Knowledge of the history of European and American art, its basic methods, and principles, and working familiarity with Gallery or equivalent art collections.
  • Knowledge of general museum standards, current museum registration techniques, best practices related to outgoing loans, and a thorough familiarity with the procedures for exhibition organization.
  • Knowledge of packing, shipping, transportation, and installation of a variety of works of art. Skill in various aspects of art registrations and loans.
  • Skill in performing museum financial management functions such as budget development and justification, and procurement and contractual operations in support for registrarial activities.

CTAP/ICTAP candidates: To be considered "well qualified" you must meet all of the requirements as described in this section.

Work requires mobility to move frequently around and between two buildings. Must be able to lift and carry at least 25 pounds. Must be able to ride for long periods in Gallery and commercial vehicles while escorting works of art. Must be able to work overtime without notice. Must be able to work under considerable pressure to meet deadlines. Travel is required (up to 25%). Must pass the TSA Security Threat Assessment

You must meet all qualifications and eligibility requirements by the closing date of this announcement.


This position doesn't have a positive education requirement, you may submit copies of your transcripts or a course listing. You must provide documentation supporting your education claims.

Education must be obtained from an accredited institution recognized by the U.S. Department of Education.

Foreign education must be reviewed by an organization recognized by the U.S. Department of Education. For special instructions pertaining to foreign education and a list of organizations that can evaluate foreign education, see the Department of Education website .

Additional information

  • The National Gallery of Art fosters a diverse and inclusive workplace and is an Equal Opportunity Employer.

    • More than one selection may be made from this vacancy announcement.

    • Some positions may require completion of a probationary period of up to 1 (one) year.


    • All males born after December 31st 1959 must abide by laws regarding Selective Service registration. To learn more about this law, visit the Selective Service web page, Who Must Register . If you are not registered and don't have an approved exemption, you will not be eligible for employment with the Federal government.

    EEO Policy:

    Reasonable Accommodation Policy:

    Veterans Information:

    Selective Service Registration:

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application will be evaluated and rated under the Category Rating and Selection procedures. The quality categories are defined as "Best Qualified", "Well Qualified", and "Qualified".

Based on your responses to the job-specific self-assessment questions, eligible candidates are placed for selection consideration into one of three pre-defined quality categories as described below:

Best Qualified Category - In addition to meeting minimum qualifications for the position, candidates must fully demonstrate proficiency in all major aspects of the position.

Well Qualified Category - In addition to meeting minimum qualifications, candidates must demonstrate proficiency in some, but not all of the major aspects of the position.

Qualified Category - In addition to meeting minimum qualifications, applicants must demonstrate a basic level of knowledge, skill and ability of the position.

If you are eligible for career transition assistance plans such as ICTAP or CTAP, you must meet the definition of "well qualified" which is defined as having a score of 85 or better.

Application of Veterans Preference: The Category Rating Method does not add veterans' preference points or apply the "rule of three," but protects the rights of veterans by placing them ahead of non-preference eligibles within each pre-defined quality category. Preference eligibles who meet minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent (i.e., CPS and CP) must be listed in the highest quality category, except when the position being filled is scientific or professional at the GS-09 grade level or higher.

If your resume is incomplete or does not support the responses you provided in your online questionnaire, or if you fail to submit all required documentation before the vacancy closes, you may be rated 'ineligible', 'not qualified', or your score may be adjusted accordingly.

To preview questions please click here .

Background checks and security clearance

Security clearance

Drug test required

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process

Required Documents

Please carefully review the following list to determine what documentation you need to submit.

Some documents may not apply to all applicants. If you are unsure, click the link for each document type to read more.

ALL APPLICANTS: You must submit a resume supporting your specialized experience and responses to the online questionnaire.
  • Your resume should list all work experience (paid and unpaid); you should list the full name and address of the each employer.
  • Your experience listing should show the start and end dates (include month, day, and year); you must also list the average number of hours per week that you worked.
  • Your resume should also include any education and training you have completed (list the program title, subject area, number of hours completed, and completion date).
  • For more information about what to include in your resume, please view this USAJOBS Resume Tutorial video on YouTube.
  • It is important that your resume is complete and thorough. If any of the above information is not included in your resume, we may not be able to fully credit you for your experience.
If specific educational requirements are indicated for this vacancy: Documentation verifying your educational claims which can include unofficial transcripts or any report listing institution, course title, credits earned and final grade. Please see the Education section for more information.

Current and former Federal employees: Most recent SF-50 (Standard Form 50 - Notice of Personnel Action).

To properly verify status eligibility, your SF-50 must show the following. If you do not submit an appropriate SF-50, we cannot verify your status eligibility!
  • Full position title;
  • appointment type;
  • occupational series;
  • pay plan, grade, and step;
  • tenure code; and
  • service computation date (SCD).
  • Displaced Federal employees: To be considered CTAP/ICTAP eligible, you must submit documentation verifying your involuntary separation and CTAP/ICTAP status. Please see the OPM Guide to Career Transition for more information.

    Veterans: Veteran eligibility documentation (DD-214, VA Letter, Standard Form (SF) 15 as applicable). Please note: If you are a veteran who has not yet been discharged, you may provide a statement of intent to discharge from your agency which will allow you to apply under the (Veterans Opportunity to Work) VOW to Hire Heroes Act of 2011 .

    Persons with Disabilities: Individuals with intellectual disabilities, severe physical disabilities, or psychiatric disabilities may apply for appointment through the Schedule A hiring authority. Certified verification of a disability from a licensed medical professional; a licensed vocational rehabilitation specialist; or any Federal, state, or District of Columbia agency or U.S. territory that issues or provides disability benefits is required.

    If you are relying on your education to meet qualification requirements:

    Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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