The Getty

  • President's Office Special Projects Administrator

    Posted Date
    1 month ago(6/13/2019 8:45 AM)
    Requisition Number
    2019-3400
    Type
    Regular Full-Time
    Position Status
    Getty Center
    Program/Department
    Trust - 0101-Office of the President
    Category
    Project Management
    Salaried/Hourly
    Salaried
    Targeted Hiring Range
    $63,587.68 - $82,675.84 Annually
    Salary
    Commensurate with experience and internal equity
  • Job Summary

    The Special Projects Administrator will handle administrative tasks, and manage logistics and implementation for special projects of the office of the J. Paul Getty Trust President and CEO.  The Special Projects Administrator will be expected to perform duties with a high degree of independence, initiative and judgment, prioritize the workload efficiently and without direct supervision, and to meet deadlines under changing conditions.

     

    Reporting to the Executive Assistant to the President, duties will be in support of the special projects being led by or involving the President/CEO and will include collaboration with internal resources and external parties/vendors.

    Major Job Responsibilities

    Budget/Financial:

    • Manage the budget for the entire President’s Office, including reviewing transaction details and reclassifying charges, as needed; transferring funds between accounts; creating project codes for new initiatives; consult with Accounting department regarding funding for new initiatives; submit reports and projections to accounting
    • Manage process to create purchase requisitions and contracts for new initiatives;

    Coordinate convenings for special projects/initiatives, Visiting Committees, President’s International Council:

    • Prepare and receive completed documentation including Letters of Invitation, Tax Status Questionnaires and wire transfer info for entry into financial system and subsequent expense reimbursement to meeting participants
    • Manage all participant travel, including hotel accommodations
    • Assist with development of meeting materials
    • Prepare detailed travel itineraries and disseminate to participants
    • Work with Getty Events team regarding meeting locations, meals, seating, and ground transportation
    • Process travel-related expense reimbursements, post-meetings

    Specific Initiatives Support:

    • Work with President to create materials, including research and formatting of participant lists, biographies, and resource documents
    • Invite Getty staff and Board of Trustee members to sessions, as requested, and provide logistical information
    • Send correspondence re: status to participants during planning
    • Arrange for recording/transcription and other audio visual needs as required
    • Hire any outside consultants, prepare contracts if necessary and process for payment post-meeting.
    • Maintain database(s) to include meeting resources, correspondence, articles, etc. 

    President’s International Council:

    • Draft for President’s review, and send regular status reports and annual update letters to Council members
    • Draft thank you letters for renewals and contributions
    • Prepare annual grant reports for President’s review and use by Development office
    • Attend Council liaison meetings
    • Work with Getty Events on planning of annual meetings
    • Close coordination with other Getty departments to support the President’s International Scholar’s time and work at the Getty, including possible scholar housing, office, research assistance, and technology, etc.

    Getty Oral History Project:

    • Work directly with UC Berkeley Oral History Program and Procurement on annual contracts, budget, eand with Getty Programs to schedule oral histories
    • Schedule staff, departing staff and/or trustee oral histories
    • Maintain budget and update President

     

    Qualifications

    • Bachelor’s degree
    • 5-8 years high-level administrative experience related to project management and administrative work, preferably in an art-related organization

     

    Knowledge, Skills and Abilities

    • Excellent organizational skills and attention to detail
    • High level of discretion and exemplary judgment
    • Strong written and oral communication skills
    • Composed, professional and friendly demeanor
    • Advanced skills with Microsoft Office Suite
    • Ability to:
      • establish project goals and objectives and manage project activities
      • exercise sound judgment in making critical decisions
      • analyze complex information and develop plans to address identified issues
      • demonstrate negotiation and facilitation skills
      • prepare reports
      • collaborate with others in the completion of duties

     

    All candidates must apply online. Please prepare a cover letter and resume in a single PDF file. Note: When prompted by the online application system to select or submit your resume, please upload your cover letter and resume as a single PDF file. Candidates who successfully complete the online application process will receive an automated message via email.