The Getty

Project/Administrative IV

Requisition Number
2021-3836
Type
Regular Full-Time
Position Status
Getty Center
Program/Department
GRI - 0425-Scholars Program
Category
Administrative and Support Staff
Salaried/Hourly
Hourly
Targeted Hiring Range
$25.17 - $31.46 Hourly
ERRP Eligible
No
Salary
Commensurate with experience and internal equity

Diversity, Equity, Accessibility, and Inclusion at Getty

Getty believes diversity, equity, accessibility and inclusion are essential to our excellence and to the execution of our mission. The Getty community values differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. We are committed to creating a diverse and welcoming workplace that reflects the diversity of the communities we serve and includes individuals with diverse backgrounds and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

Job Summary

The Getty Research Institute seeks a highly organized, personable, and flexible candidate to provide a variety of administrative duties and project management.  The successful candidate will have exceptional communication skills (written and verbal), excellent ability to interact with all levels of staff, scholars, internal and external colleagues and guests, and an ability to exercise a high degree of discretion.

Major Job Responsibilities

  • Organizes and expedites flow of work through supervisors' office and/or administrative department. Serves as resource to others for department programs, and Getty policies and procedures in the resolution of moderate to complex problems or issues
  • Maintains supervisors' calendar and accepts or declines obligations on supervisors' behalf.
  • Makes travel arrangements for supervisors, department staff as needed.
  • Composes and produces a variety of business correspondence, reports, private/restricted documents and/or forms, and related materials or guides the work of other staff that produces these materials. Including correspondence involving high-level officials inside and outside the organization
  • May maintain supervisors, department or project team calendar and accepts or declines obligations on his/her behalf. Makes travel arrangements for supervisor, department or project team as needed
  • Coordinates department/program public relations functions, as assigned, such as special events, conferences, seminars, workshops etc. Arranges with external vendors for sites, facilities, catering, etc. Coordinates production and/or distribution of promotional materials. May attend functions to ensure satisfactory outcome
  • May draft contracts or assist in the administration of contracts. May draft agreements with partners, vendors and outside institutions including letters of agreement, contracts, and letters of invitation
  • Assists in preparation of budget materials. Tracks and monitors budget expenditures and prepares and submits reports on variances. Provides projections, as requested. Interacts with Procurement and Finance Departments to provide information and resolve issues.
  • Researches and gathers data for department/program reports. Conducts preliminary evaluation of data. Recommends report content and format to display findings most effectively
  • Replies to inquiries or requests for information or refers to supervisors, as appropriate
  • Assists in maintaining office equipment and purchases
  • Provides guidance and direction to staff and/or external consultants
  • May oversee a variety of administrative, technological and/or infrastructure projects

Qualifications

  • High school diploma/GED; Bachelor's degree
  • Minimum 4-6 years related experience
  • Experience working in a research library or museum environment preferred.

Requirement

All employees must be fully-vaccinated against the COVID-19 virus as a condition of employment. Exemptions from this requirement as a reasonable accommodation due to medical contraindication, disability or sincerely held religious belief or practice will be considered.

Knowledge, Skills and Abilities

  • Advanced computer skills and demonstrated experience with office software and email applications
  • Excellent organizational skills and attention to detail
  • Demonstrated success in following through and completing projects
  • Excellent verbal and written communication skills
  • Excellent customer service/skills; ability to communicate professionally and collegially
  • Ability to prioritize, multi-task and assign work to others
  • Reading or conversation skills in one or more foreign languages preferred

Equal Opportunity Employer

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.