The J. Paul Getty Trust: Project/Administrative III

 

Job Summary

Responsible for providing a variety of administrative and project support for the Getty Research Institute’s Head of Administration and the department.

Major Job Responsibilities

  • Composes and produces a variety of business correspondence, reports, confidential documents, and related materials or guides the work of other staff to produce these materials
  • Coordinates the preparation, development and production of major documents, such as presentations or proposals
  • Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures
  • Serves as resource to others on Getty policies and procedures or in the resolution of moderate issues. Researches information and relays official interpretations. Stays up to date on organizational policies and procedures
  • Performs administrative duties associated with scheduling and coordinating meetings and planning events. Maintains supervisor and department’s project calendars and accepts or declines commitments on behalf of supervisor.  Arranges with external vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials.
  • Researches and gathers data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectively
  • Assists in administration of contracts. Interacts with Procurement and Finance Departments to provide information and resolve issues
  • Assists in the preparation of budget materials. Tracks and monitors budget expenditures and reports on variances.
  • Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency
  • Organizes and maintains department files
  • Organizes, administers, and oversees work study program for the GRI
  • Assists Sr. Budget Analyst and Budget Coordinator with administrative tasks; serves as back-up Travel & Expense Coordinator for GRI program, reviewing and approving expense reports and travel authorizations
  • Makes travel arrangements for department and prepares expense reports
  • Assists in maintaining office equipment and purchases
  • May advise, direct or review the work of staff or external consultants

Qualifications

  • High school diploma/GED; Bachelor’s degree preferred
  • Minimum 3-4 years related experience

Knowledge, Skills and Abilities

  • Demonstrated ability to follow through and complete assigned tasks
  • Strong verbal and written communication skills; ability to proofread text and numbers
  • Excellent customer service/interpersonal skills
  • Ability to prioritize, multi-task and problem solve
  • Attention to detail and comfortable working with numbers
  • Highly organized and ability to handle multiple demands, shifting priorities in a changing environment

 

To apply, visit: https://jobs-getty.icims.com/jobs/3536/project-administrative-iii/job

 

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