The Getty

  • Project/Administrative III

    Posted Date
    3 weeks ago(11/1/2018 11:31 AM)
    Requisition Number
    2018-3238
    Type
    Regular Full-Time
    Position Status
    Getty Center
    Program/Department
    Foundation - 1045-Grants Programming
    Category
    Administrative and Support Staff
    Salaried/Hourly
    Hourly
    Targeted Hiring Range
    $21.48 - $26.31 Hourly
    Salary
    Commensurate with experience and internal equity
  • Job Summary

    Provides a broad range of high-level administrative support to senior staff including: coordinating meetings, events and travel, composing and tracking a wide range of typewritten documents * Also works in the Foundation’s grant tracking database for several grant categories * Anticipates departmental administrative needs and develops efficiencies to minimize workflow disruptions * May assist with budget preparation and tracking * May regularly perform accounting, data entry, filing, desktop computer support and other administrative tasks and projects * May handle complex written and phone inquiries and interact with guests * Work may be of a critical or confidential nature. Assignments may span various functional areas and may require specialized skills.

    Major Job Responsibilities

    • Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff to produce these materials
    • Coordinates the preparation, development and production of major documents, such as presentations or proposals
    • 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. Arranges with external vendors for services, 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
    • Assists in administration of contracts. Interacts with Procurement and Finance Departments to provide information and resolve issues
    • Assists in the preparation of budget materials. Tracks and monitors budget expenditures and reports on variances
    • Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency
    • Assists in maintaining office equipment and purchases
    • May advise, direct or review the work of staff 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
    • Proficiency in working with databases 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
    • Depending on assigned area, reading or conversation skills in one or more foreign languages preferred