The Getty

Administrative Assistant

1 month ago
Requisition Number
2017-3060
Position Status
Regular Full-Time
Salaried/Hourly
Hourly
Category
Administrative and Support Staff
Getty Center
Program/Dept.
Museum - 0311-Photographs

Job Summary

The J. Paul Getty Museum seeks a qualified Administrative Assistant to support the Department of Photographs. Reporting to the Department Head, the Administrative Assistant manages day-to-day tasks for the department, which include budgeting and financial reporting, scheduling of meetings and travel, and managing communications with internal and external colleagues and vendors. 

Effective communication skills are required for the position. Ability to be adept with standard industry systems and applications including Outlook, Microsoft Office 2013 (Excel, Word, PowerPoint); Adobe Acrobat, Illustrator, Photoshop. Experience with The Museum System (TMS), Media Management, PeopleSoft and Raiser’s Edge a plus.

 

 

Major Job Responsibilities

  • Organizes and expedites flow of work through the Department Head’s office. Serves as resource on Getty policies and procedures, and resolves moderate to complex organizational issues within the Department of Photographs environment.
  • Composes and produces a variety of business correspondence, reports, confidential documents, forms, and related materials; this includes correspondence involving high‐level officials inside and outside the organization, including donors and professional colleagues.
  • Maintains the Department Head’s calendar and accepts or declines commitments on her behalf.
  • Makes travel arrangements for the Department Head, and for the Photographs team as needed.
  • Prepares expense reports in accordance with Getty Business and Expense policy and procedures.
  • Coordinates Department public relations functions, as assigned, such as special events, workshops, etc. Arranges with external vendors for sites, facilities, catering, etc. Coordinates production and distribution of communications materials relating to the work of the Department.
  • Assists in the administration of contracts and procurement documentation; this includes drafting letters of invitation, scope of services and agreements with partners, vendors and outside institutions. Prepares and monitors Department budget materials. Tracks and monitors budget expenditures and reports on variances, and provides projections, as requested. Interacts with Procurement and Finance Departments to provide information and resolve issues.
  • Responds to inquiries or requests for information from staff and external organizations, or refers to Department Head or other curatorial and research staff, as appropriate.
  • Provides guidance and direction to staff and external consultants on Department planning and procedures.
  • Oversees discreet administrative, technological or infrastructure projects relating to the work of the Department; these may include preparing and/or reviewing written and visual materials related to semi-annual Photographs Council meetings, annual Trust reports, long-lead exhibition schedules, and acquisition proposals.
  • Works with Institutional Archives to manage departmental records according to records retention schedule.
  • Coordinates administrative tasks performed by additional administrative staff in the department, which may include maintenance of office equipment, purchase of supplies, and filling in as needed with phone supervision and mail distribution.

Qualifications


  • High school diploma/GED; Bachelor’s degree

  • Minimum 4-6 years related experience

Knowledge, Skills and Abilities

  • Advanced computer skills and demonstrated experience with office software and e-mail applications
  • Excellent organizational skills and attention to detail
  • Demonstrated success in following through and completing projects
  • Excellent verbal and written communication skills; ability to express thoughts clearly, both orally and in writing
  • Excellent customer service/ interpersonal skills
  • Ability to prioritize, multi-task and assign work to others
  • Experience managing department and project budgets
  • Ability to adapt behavior and work methods, as needed, in response to new information, changing conditions, or unexpected obstacles