Project/Administrative III

Job Summary

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.

Major Job 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.
• Captures and organizes relevant information for department/program meetings, special events, conferences, seminars, workshops, and security/parking logistics.
• Arranges with external vendors for site, facilities, catering, etc.
• Creates and distributes promotional materials and communications via social media and attends functions to ensure satisfactory outcome.
• Aids Conservation staff in organizing activities supporting the GRI Collections Emergency Preparedness 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.
• Might 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.
• Might 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.
• Assists 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.
• Might assist in the preparation of budget materials, tracking and monitoring budget expenditures, and reports on variances.

Qualifications

• High school diploma/GED; Bachelor’s degree preferred.
• Minimum 3-4 years related experience.
• Experience working in a research library or museum environment preferred.

Benefits And Perks

• 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.
• Paid Vacation, Sick, and Personal Days.
• 12 Paid Holidays.
• Bi-weekly off-Fridays.
• On-Site Fitness Center at Getty Center.
• Community service opportunities.