The Getty

  • Project Coordinator

    Posted Date
    3 months ago(2/20/2018 4:23 PM)
    Requisition Number
    2018-3109
    Type
    Regular Full-Time
    Position Status
    Getty Center
    Program/Department
    Trust - 0121-Development
    Category
    Administrative and Support Staff
    Salaried/Hourly
    Hourly
    Targeted Hiring Range
    $21.05 - $25.79 Hourly
    Salary
    Commensurate with experience and internal equity
  • Job Summary

    Reporting to the Senior Director of Operations for Development, the Development Project Coordinator will be responsible for providing administrative support for the Senior Director of Operations (SDO) for Development. A secondary function of this position, overseen by the SDO, will to be to serve provide data management support for the Development department.

    Major Job Responsibilities

    • Maintains SDO’s calendar and accepts or declines commitments on his/her behalf. Performs administrative duties associated with the scheduling and coordinating meetings.
    • Coordinates the preparation, development and production of major documents for Development, including materials for J. Paul Getty Trust Development and External Affairs Committee Board Meetings. Composes and produces a variety of business correspondence, reports and related materials.
    • Prepare meeting packages for SDO and attend and record proceedings if needed, prepare and distribute minutes, and initiate and/or complete any required follow-up.
    • Serves as internal resource to Development staff on Getty policies and procedures. Researches information and relays official interpretations. Stays up to date on organizational policies and procedures.
    • Responds to external inquiries and requests for information requiring knowledge of Development department activities, policies and procedures.
    • Makes travel arrangements for SDO as needed.
    • Prepares expense reports in accordance with Getty Business and Expense policy and procedures.
    • Assists in administration of contracts. Interacts with Procurement and Finance to provide information and resolve issues.
    • Under the supervision of the SDO, she/he will be responsible for generating reports for tracking of Development project activities, including fundraising forecast management.
    • Under supervision of SDO, applies knowledge of budget analysis to prepare Development budgets, forecasts, and financial reports.
    • Notes and provides analysis of discrepancies between budgets and actual expenditures.
    • Ensures accurate maintenance of files and records.

    Qualifications

    • Bachelor’s degree required.
    • Minimum 3 to 4 years of Administrative experience required. 2 years budgeting or accounting experience, preferred.
    • Strong writing skills with the ability to write professional reports and correspondences.
    • Ability to perform and communicate in a highly professional and effective manner, in a rapidly changing environment.
    • Strong interpersonal skills and work collaboratively in a team environment.
    • Excellent organizational skills and ability to prioritize workload in a timely manner to complete assignments when faced with many deadlines and competing requirements.
    • High level of proficiency with Microsoft Office, including Word and Excel; donor database experience is beneficial.
    • Strong work ethic, empathetic disposition and perseverance; an optimistic and positive attitude.
    • High level of discretion, ability to handle confidential information.

    Knowledge, Skills and Abilities

    • Proficient computer skills and demonstrated experience with office software and email applications
    • 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
    • Depending on assigned area, reading or conversation skills in one or more foreign languages preferred