Project/Administrative III

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

3d • Onsite

About The Position

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 or project coordination for a department, program or project team or Sr. Manager.

Requirements

• High school diploma/GED
• Minimum 3-4 years related experience
• Bi-lingual skills in Spanish and English
• 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

Nice To Haves

• Bachelor's degree preferred
• Depending on assigned area, reading or conversation skills in one or more foreign languages preferred

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
• 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 supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome
• 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
• 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 (including ordering Grounds uniforms)
• May advise, direct or review the work of staff or external consultants

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED