The Getty

  • Database and Administrative Assistant

    Posted Date
    3 weeks ago(5/2/2018 11:44 AM)
    Requisition Number
    Regular Full-Time
    Position Status
    Getty Center
    Trust - 0121-Development
    Administrative and Support Staff
    Targeted Hiring Range
    $18.80 - $23.03 Hourly
    Commensurate with experience and internal equity
  • Job Summary

    Working in the Development Office of The J. Paul Getty Trust, this position is responsible for performing a variety of database and administrative activities related to fundraising efforts. This individual works in a very fast-paced workenvironment with multiple priorities. S/he excels at handling multiple tasks, is a team player, and is flexible and adaptable. S/he delivers excellent customer service and works collaboratively with other support staff and colleagues. Must handle confidential and sensitive work with a high level of discretion, good judgement, accuracy and attention to detail. Project management skills, and ability to keep good notes and organize with focus on, and attention to, detail. Customer service orientation and ability to be flexible and adaptable to change. Strong keyboarding skills as well as proof reading skills are important. The Database and Administrative Assistant will be a database support member of the Development Department, under the direction of the Development and Database Administrator.


    Major Job Responsibilities

    • Reads and prioritizes incoming mail. Handles or routes as appropriate
    • Sets up and maintains hard copy and/or electronic files and records
    • Processes record updates in the Raiser’s Edge database
    • Enters appropriate actions, files, notes, and relationships as received to prospect/donor records
    • Prepares excel import files for the database
    • Enters exhibition event participants in the Raiser’s Edge database
    • Exports event lists from the Raiser's Edge database for Development events
    • Assists with event checkin and printing of place cards and nametags for Development events
    • Processes invoices and payments in PeopleSoft
    • Orders training supplies, keeps training worksheet current, and prepares training room
    • Manages production of Development mailings (organizing supplies and volunteers)
    • Answers phones, takes messages, screens calls and/or provides routine information in accordance with department/program policies and procedures
    • Maintains calendar(s), schedules and confirms meetings and arranges for travel, facilities, equipment, parking, catering and other related details
    • Makes travel arrangements for supervisor or department/program staff and processes Travel Authorizations and reimbursements
    • Assists supervisor or department/program staff in the collection of various materials and data for special reports and special projects
    • Provides assistance in the day-to-day administration of the department/program


    • High school diploma/GED
    • Minimum 2-3 years related experience

    Knowledge, Skills and Abilities

    • Proficient computer skills and demonstrated experience with office software and email applications
    • Minimum 2 years experience in data entry and keyboarding using a PC required
    • Experience using the Raiser’s Edge database is preferred, but prior experience with any CRM type database is highly desirable
    • Proficiency in using Excel spreadsheets for manipulating data (i.e. sorting, filtering, and using find and replace) is required
    • Demonstrated ability to follow through and complete assigned tasks
    • Strong verbal and written communication skills
    • Excellent customer service/interpersonal skills
    • Ability to prioritize and manage multiple projects simultaneously while meeting deadlines
    • Ability to maintain confidentiality is required
    • Strong attention to detail, accuracy, and dependability
    • High level of typing accuracy and speed
    • Proficient in Internet research/navigation and Microsoft Office suite