Sr Staff Assistant, Decorative Arts Conservation

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

3d • Hybrid

About The Position

The J. Paul Getty Museum seeks a Senior Staff Assistant in the Decorative Arts and Sculpture Conservation Department. Reporting to the Senior Conservator, this team seeks a highly organized, responsible, and flexible individual to provide administrative support. The successful candidate will be proficient with Microsoft Office applications and data systems, in particular MS Excel, have strong administrative, communication (both written and verbal), problem solving and interpersonal skills, exhibit exceptional attention to detail, and exercise discretion in dealing with information. Duties require largely independent execution, including scheduling meetings, events, and domestic and international travel; composing and tracking a wide range of documents; coordinating with outside contractors to provide professional services; achieving proficiency with institutional software systems; and processing payments for outside consultants. Undertakes administrative projects and conducts data analysis. Regularly performs a variety of routine supplies purchasing, accounting, budget tracking and forecasting, expense reporting, data entry, filing, mailing, and other clerical tasks. Anticipates departmental administrative needs and develops efficiencies to maximize workflow productivity. Handles complex written and phone inquiries and interacts with all level s of internal personnel, external colleagues, and guests. Work will initially be onsite for the first three months to be re-evaluated at that time for one day/week of telework.

Requirements

• High school diploma/GED; Bachelor's degree preferred
• Minimum 3-4 years related experience
• Ability to adapt to new challenges and changing priorities
• Proficient computer skills and demonstrated experience with office software and email applications - Microsoft Office, particularly Excel (Word, Excel, PowerPoint), Zoom, email applications (Outlook, OneDrive and SharePoint), financial applications (ideally PeopleSoft) and Adobe Acrobat
• Demonstrated ability to follow through and complete assigned tasks
• Strong verbal and written communication skills to foster collaboration
• Excellent interpersonal skills
• Ability to prioritize and multitask

Responsibilities

• Oversees day-to-day office operations.
• Implements changes or enhancements to procedures to improve productivity and efficiency.
• Understands the departmental goals and priorities to aid in the efficient management and long-term preservation of digital, imaging, and hard-copy collection documentation.
• Assists in the preparation of budget materials.
• Tracks and monitors budget expenditures and reports on variances.
• Purchases routine and specialty supplies, coordinates with vendors and tracks fulfillment.
• Maintains accurate records, including invoices, contracts, and chemical inventories.
• Makes travel arrangements for supervisor and department as needed.
• Prepares and submits travel authorizations in accordance with Getty Business and Expense policy and procedures.
• Prepares expense reports in accordance with Getty Business and Expense policy and procedures.
• Assists in administration of contracts and payments.
• Interacts with Procurement and Finance Departments to provide information and resolve issues.
• Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures.
• Serves as an internal resource to department staff on Getty policies and procedures.
• Stays up to date on organizational policies and procedures.
• Performs administrative duties associated with scheduling and coordinating meetings, convenings, and planning events, and oversees production and distribution of related materials.
• May attend functions to ensure satisfactory outcome.
• Assists in maintaining the supervisor and department team calendar.

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