The Getty

Project/Administrative III

Requisition Number
2022-4052
Type
Regular Full-Time
Position Status
Getty Center
Program/Department
Trust - 1410-Facilities Services
Category
Administrative and Support Staff
Salaried/Hourly
Hourly
Targeted Hiring Range
$22.80 - $27.93 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

Accountable for providing administrative aid or project coordination for the Facilities Auxiliary Services department including Events, Audio-Visual, Logistics, Mail Services, Support Services, Bon Appetit Food Services, and Uniserve Custodial Services.

Major Job Responsibilities

This position takes initiative in interacting with community members to resolve issues from neighbors at both the Center and Villa.

This position serves as a resource to all events and logistics staff regarding Getty policies and procedures.

This position assists in the administration of large contracts.  And serves as the point of contact for contracts for South Shore, Property Preps, Athens and others.  And conducts inspections of work.

This position gathers data and prepares reports for a variety of items including the complex waste report from Athens to show our recycling efforts.

This position is also providing for a variety of administrative duties to Logistics and Events and is expected to increase as we fully involve this position in those areas.

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

Acknowledges 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 substantiating information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome

Researches and gathers data for department/program reports. Conducts a preliminary examination 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

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

  • Proficient computer skills and demonstrated experience with office software and email applications
  • 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

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.