The Getty

Senior Staff Assistant

3 months ago(9/26/2017 11:13 AM)
Requisition Number
2017-3042
Position Status
Regular Full-Time
Salaried/Hourly
Hourly
Category
Administrative and Support Staff
Getty Center
Program/Dept.
Museum - 0305-Paintings

Job Summary

The J. Paul Getty Museum's curatorial department of Paintings seeks a highly organized, responsible and flexible individual to provide administrative support as a Senior Staff Assistant to a dynamic team of four curators. The successful candidate will be proficient with Microsoft Office applications and data systems, have strong administrative, communication (both written and verbal) and interpersonal skills and exercise discretion in dealing with information about the collection.

 

Duties require largely independent execution, including:  coordinating meetings, events, and domestic and international travel; composing and tracking a wide range of documents, including foreign language correspondence, and preparing reports;  drafting, processing and monitoring contracts and payments for outside consultants. Undertakes editorial, research, and administrative projects and conducts data analysis.  Regularly performs a variety of routine accounting, budget tracking and forecasting, expense reporting, data entry, filing, desktop computer support, mailing, and other clerical tasks.  Anticipates departmental administrative needs and develops efficiencies to maximize workflow productivity.  Handles complex written and phone inquiries and interacts with all levels of internal personnel and external colleagues and guests. 

Major Job Responsibilities

  • Composes and produces a variety of business correspondence, reports and related materials.
  • Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures.
  • Serves as internal resource to department/program staff on Getty policies and procedures. 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.  Prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome.
  • Researches and gathers data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectively.
  • Administers contracts. Interacts with Procurement and Finance Departments to provide information and resolve issues.
  • Prepares budget materials. Tracks and monitors budget expenditures and reports on variances and forecasts year-end expenditures.
  • Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency.
  • Assists in maintaining office equipment and purchases operating supplies, tools, and equipment.
  • May advise, direct or review the work of staff, volunteers or external consultants.

Qualifications


  • High school diploma/GED; Bachelor’s degree preferred

  • Minimum 3-4 years related experience

Knowledge, Skills and Abilities

  • Proficient computer skills and demonstrated experience with office software and email applications - Microsoft Office 2013 (Word, Excel, PowerPoint, Visio), email applications (Outlook), financial applications (ideally PeopleSoft) and Adobe Acrobat 
  • Familiarity with TMS preferred
  • Demonstrated ability to follow through and complete assigned tasks
  • Strong verbal and written communication skills
  • Excellent customer service/interpersonal skills
  • Ability to prioritize and multi-task
  • Reading or conversation skills in one or more foreign languages preferred
  • Working knowledge of art history preferred