Project/Administrative III

J. Paul Getty Trust, The

Los Angeles, California

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JOB DETAILS

SKILLS

Administrative Skills, Budget Management, Budget Reporting, Calendar Management, Communication Skills, Community and Social Services, Computer Skills, Contract Management, Customer Support/Service, Data Analysis, Data Collection, Equipment Maintenance/Repair, Establish Priorities, Event Management, Expense Reports, Expense Tracking, Facilities and Maintenance, Finance, Fitness, Follow Through, High School Diploma, Interpersonal Skills, Multilingual, Multitasking, Office Equipment, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Production Control, Productivity Management, Project/Program Coordination, Purchasing/Procurement, Request for Information (RFI), Retirement Plan, Staff Policies, Travel Planning, Writing Skills

LOCATION

Los Angeles, California

POSTED

14 days ago

One Getty Values: Getty is committed to creating a welcoming workplace that reflects the various backgrounds of the communities we serve. We value differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. 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. Job Summary:

Responsible for providing administrative support and project coordination for the Engineering & Maintenance Director for Facilities

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 organizational policies and procedures
Performs administrative duties associated with scheduling and coordinating meetings, convenings, and planning events. Arranges with external vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. May attend functions to ensure satisfactory outcome
May maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalf
Makes travel arrangements for supervisor, department or project team as needed
Prepares expense reports in accordance with Getty Business and Expense policy and procedures
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
May assist 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
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, convenings, and planning events. Arranges with external vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. May attend functions to ensure satisfactory outcome
May maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalf
Makes travel arrangements for supervisor, department or project team as needed
Prepares expense reports in accordance with Getty Business and Expense policy and procedures
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
May assist 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
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

Benefits and Perks:

Here are just some examples that Getty offers/provides for full-time employees:

Medical, Dental and Vision insurance coverage, starting on date of hire. Getty pays 75%-95% of the premium, depending on the plan selected.
403(b) Employee Investment retirement plan – with up to 5% Getty Match
Getty contribution of 6%, on behalf of employee, to 401(a) retirement account
Educational Assistance and professional development
Paid Vacation, Sick and Personal Days
12 Paid Holidays
Many positions have bi-weekly Off-Fridays
On-Site Fitness Center at Getty Center
Community service opportunities

To learn more about our comprehensive benefits and long list of perks, go to Getty HR.

About the Company

J. Paul Getty Trust, The

The J. Paul Getty Trustis a cultural and philanthropic institution dedicated to the presentation, conservation, and interpretation of the world’s artistic legacy.

Through the collective and individual work of its constituent programs—the Getty Conservation Institute, the Getty Foundation, the J. Paul Getty Museum, and the Getty Research Institute—the Getty pursues its mission in Los Angeles and throughout the world, serving both the general interested public and a wide range of professional communities in order to promote a vital civil society through an understanding of the visual arts.

The Getty and its four programs are dedicated to the proposition that works of art are windows onto the world's diverse and intertwined histories, mirrors of humanity's innate imagination and creativity, and inspiration to envision the future.

To this end, the Getty works to:

• Enhance understanding of art through innovative, digitally driven research, shared for the benefit of the widest possible audience,
• Strengthen and broaden our collections to provoke the curiosity of scholars and visitors alike,
• Chart a new course for how art, humanities, and cultural and public policy can together foster a more inclusive, vibrant civil society,
• Serve as a convener and catalyst in the cultural life of Los Angeles, and
• Offer transformative experiences for visitors to our collections, gardens, and facilities at the Getty Center, the Getty Villa, and the Getty's presences online, free of charge now and forever.

COMPANY SIZE

1,500 to 1,999 employees

INDUSTRY

Arts, Entertainment and Recreation

WEBSITE

http://www.getty.edu/about/

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