The Getty

  • Senior Staff Assistant

    Posted Date
    2 weeks ago(11/26/2018 9:51 AM)
    Requisition Number
    2018-3302
    Type
    Regular Full-Time
    Position Status
    Getty Center
    Program/Department
    Museum - 0324-Registrar
    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

    The J. Paul Getty Museum seeks a highly organized, responsible and flexible individual to provide administrative support to the Registrar’s Office at the Getty Center. May occasionally be assigned to work at the Getty Villa. The successful candidate will be proficient with Microsoft Office applications, have some experience with collections management databases, have strong administrative, communication (both written and verbal) and interpersonal skills, able to handle paperwork and meet deadlines, must be flexible and able to work on several projects at once, and able to exercise discretion in dealing with information about the collection and exhibitions.

    Major Job Responsibilities

    • Performs broad range of administrative support to include organizing meetings and department calendar; answering phones; greeting guests; photocopying/scanning documents; sending and tracking express mail; researching, ordering and managing department supplies; assisting with onboarding of new departmental staff members as well as organizing departing staff with Museum Administration and Operations.
    • Creates and maintains object, loan, exhibition and correspondence files.
    • Performs data entry in collections management database.
    • Performs accounting tasks, processes invoices, reviews purchasing card statements, and assists with departmental and exhibition budget preparation and reconciliation. Prepares purchase orders and expense reports in financial information system.
    • Arranges travel for Registrar’s Office employees.
    • Liaises with Facilities, Getty Digital Technology Services, and Museum Administration and Operations on office maintenance, equipment orders/repairs and desktop computer support.
    • Assists collections managers, the Rights & Reproductions team, and the exhibitions team, as necessary; compiles condition report notebooks; makes courier hotel reservations; generates courier information sheets and courier packets; generates exhibition documents and reports; and assists in maintaining the quality and accuracy of documentation in TMS and enters updates.

    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 (Microsoft Office: Excel, Word, Outlook, PowerPoint) and email applications (Microsoft Office Outlook)
    • Working knowledge of collections management databases; 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 multitask
    • Knowledge of a Western European language preferred