Project/Administrative III

J. Paul Getty Trust, The•Los Angeles, CA

9d•Onsite

About The Position

The Conservation & Preservation Department and the Curatorial Department at the Getty Research Institute (GRI) seek a highly organized, personable, proactive, and flexible candidate to provide administrative support to the departments and associated staff. The successful candidate will have exceptional organization and communication skills; excellent ability to interact with all levels of staff, internal and external colleagues, and guests; and an ability to exercise discretion with matters relating to human resources, budgets, and collections. This position will assist the Head of Preservation & Conservation and provide support for conservators in the department. The position will also support the Senior Curator of Architecture and the Assistant Curator of Architecture. The role entails managing busy and complex calendars, scheduling meetings, supporting purchase of equipment for the departments, assisting with the contracting of external consultants, and ensuring successful coordination and outreach for a variety of local and international programs, tours, events, and projects. The ability to attend to multiple deadlines is crucial to the position. This position will also serve as the programming coordinator for the internal training provided by the department to GRI staff, interns, and scholars such as the Special Collections Handling Trainings and Collection Salvage Workshop.

Requirements

High school diploma/GED; Bachelor’s degree preferred
Minimum 3-4 years related experience
Experience working in a research library or museum environment preferred
Applicants must have authorization to work for Getty in the United States without the need for sponsorship, currently or in the future.
Advanced computer skills and demonstrated experience with office software and programs, such as: Excel, PowerPoint, Outlook, OneDrive, Media Management, FileMaker, Raiser’s Edge, People Soft Financials, Airtable, Google applications, MURAL, and Zoom
Excellent organizational skills and attention to detail
Demonstrated success in following through and completing projects both under little to no supervision and with direct guidance with others
Excellent communication skills
Excellent ability to communicate professionally and collegially
Ability to prioritize, multi-task and assign work to others

Responsibilities

Performs administrative duties associated with scheduling and coordinating meetings and planning events.
Arranges with external vendors for services, prepares agendas, gathers and organizes relevant information, and oversees production and distribution of related materials
Maintains calendars for the Head of Preservation & Conservation and the Senior Curator of Architecture and accepts or declines obligations on their behalf
Makes travel arrangements for Conservation staff and two Curatorial staff
Creates Travel Authorizations and Expense Reports using PeopleSoft Financials
May assist curators with tours and visits and helps prepare/set-up Special Collections presentations
Coordinates department/program meetings, special events, conferences, seminars, workshops, and security/parking logistics
Arranges with external vendors for site, facilities, catering, etc.
Coordinates production and/or distribution of promotional materials and communications via social media and attends functions to ensure satisfactory outcome
Assists Conservation staff in organizing activities supporting the GRI Collections Emergency Preparedenss and Disaster Recovery planning efforts
Composes and produces a variety of business correspondence involving high-level officials inside and outside the organization
Drafts documents or administers contracts with partners, vendors, and outside institutions, including letters of agreement and letters of invitation.
Interacts with Procurement and Finance departments to provide information and resolve issues
Communicates with key staff as well as scholars, interns, and research assistants for tours, presentations, and events
May oversee orientation and coordinate interviews (hiring process) for Conservation staff
Comprehends and implements Getty policies and procedures in the resolution of moderate to complex problems or issues
Replies to inquiries and requests for information requiring knowledge of department/program activities, policies, and procedures
May advise, direct, or review the work of staff or external consultants, and manage invoices and payment schedules under the supervision of the Department Head and Senior Curator
Oversees day-to-day office operations.
Implements changes or enhancements to procedures to improve productivity and efficiency
Assist with compiling of the department’s documentation, including documentation of workflows and policies
Serves as resource to others for department programs, events, and public outreach, and for staff on Getty policies and procedures
May assist in the preparation of budget materials, tracking and monitoring budget expenditures, and reports on variances