The Getty

Administrative Assistant IV

1 month ago
Requisition Number
2017-3039
Position Status
Regular Full-Time
Salaried/Hourly
Hourly
Category
Administrative and Support Staff
Getty Center
Program/Dept.
GRI - 0419-Library Services

Job Summary

The Office of Associate Director/Chief Librarian at the Getty Research Institute seeks a highly organized, personable, proactive, and flexible individual to provide administrative support to the Chief Librarian and associated staff as a key member of the Research Library’s administrative team. The successful candidate will have strong communication skills (written and verbal), excellent interpersonal skills to interact with all levels of staff, internal and external colleagues and guests, and an ability to exercise discretion with matters relating to human resources, budget, collections, and library users.  

 

As the primary support for the Chief Librarian, this position faces a variety of challenges daily, particularly in balancing management of the supervisor’s busy and complex calendar, providing meeting support, and attending to supervisor’s many deadlines while at the same time ensuring the successful coordination and outreach for a variety of local and international programs and projects, including but not limited to VIP visits, events for staff and readers, and administrative support for annual Library Research Grant and internship programs and work-study students on behalf of the library.

 

As a member of the library’s administrative team (which in total consists of two Administrative Assistants and a Budget Coordinator) this position shares in the administrative support of six senior library managers and their individual section heads and staff as needed, related to meetings, interviews, events, travel, and special projects.  

Major Job Responsibilities

  • Organizes and facilitates flow of work through supervisor’s office and/or administrative department. Serves as resource to others for department programs, events, and public outreach. 
  • Understands and implements Getty policies and procedures or in the resolution of moderate to complex problems or issues
  • Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff that produces these materials. Including correspondence involving high-level officials inside and outside the organization
  • Maintains supervisor's calendar and accepts or declines commitments on his/her behalf. Makes travel arrangements for supervisor, department or project team as needed
  • Coordinates department/program meetings, special events, conferences, seminars, workshops etc. Arranges with external vendors for sites, facilities, catering, etc. Coordinates production and/or distribution of promotional materials and communications via social media. May attend functions to ensure satisfactory outcome
  • Serves as a liaison with different departments within the GRI and across the campus.  Communicates with key staff as well as library patrons, scholars, and grantees.  Oversees orientation and coordinates library volunteers and undergratuate student assistants. 
  • Assists in administration of contracts. May draft agreements with partners, vendors and outside institutions including letters of agreement, contracts, and letters of invitation
  • Researches and gathers data for department/program reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively
  • Assists in administration of contracts.  My draft agreements with partners, vendors and outside institutions including letters of agreement, contracts, and letters of invitation.
  • Responds to inquiries or requests for information or refers to supervisor, as appropriate
  • Provides guidance and direction to staff and/or external consultants
  • May oversee a variety of administrative, technological and/or infrastructure projects
  • May assist in maintaining office equipment and purchases

 

 

Qualifications

 

  • High school diploma/GED; Bachelor’s degree
  • Minimum 4-6 years related experience
  • Some experience working in a library, academic, or museum environment preferred

Knowledge, Skills and Abilities

  • Advanced computer skills and demonstrated experience with office software and email applications
  • Excellent organizational skills and attention to detail
  • Demonstrated success in following through and completing projects
  • Excellent verbal and written communication skills
  • Excellent customer service/interpersonal skills
  • Ability to prioritize, multi-task and assign work to others
  • Reading or conversation skills in one or more foreign languages preferred