Project/Administrative III

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Job Summary

Reporting to the Head of Special Collections Management, the Collections and Discovery Division of the Getty Research Institute seeks an Administrative/Project Assistant III to provide support for Special Collections.  Located at the Getty Center in Los Angeles, the Getty Research Institute is dedicated to furthering knowledge and advancing understanding of the visual arts and their histories. Serving an international community of scholars, the Research Library is one of the largest art and architecture libraries in the world, with holdings of more than one and one-half million volumes. Special Collections include rare books and journals, rare photographs, prints and drawings dating from the 15th century to the present, architectural drawings and models, art multiples, film, audio and video recordings, digital content, and extensive archives and manuscript collections.

 

As administrative and project assistant for a department of 40 regular and limited term staff, this position handles a broad range of supportive tasks. As needed, the position may also provide back-up support for members of the GRI’s Curatorial Department.   Core work will include coordinating travel, preparing expense reports, fulfilling purchase requests, scheduling and coordinating meetings, drafting and revising a wide range of documents using a variety of tools, and using critical and reasoning skills.  Occasionally, and with training, work may require performing basic research, handling special collections, navigating digital asset management platforms, assisting with research projects, providing logistical assistance for exhibitions, performing archival metadata cleanup and enhancement, and supporting digitization projects. The successful candidate will have strong communication skills (written and verbal) enabling them to communicate professionally and collegially with all levels of staff, internal and external colleagues, and guests.

Major Job Responsibilities

• Performs administrative duties associated with scheduling and coordinating meetings, convenings, and planning events. Prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. May attend functions to ensure satisfactory outcome.
• Makes travel arrangements and prepares expense reports in accordance with Getty Business and Expense policy and procedures
• Serves as an 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
• May maintain supervisor, department or project team calendars and accepts or declines commitments on behalf of those staff.
• May research and gather data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectively. Assists in report preparation and maintaining departmental documentation.
• Responds to inquiries and requests for information requiring knowledge of department/program activities, policies, and procedures.
• Communicates with staff at all levels and uses a wide variety of systems and resources to gather information and accomplish administrative projects.
• May coordinate the preparation, development and production of major documents, such as presentations or proposals.
• Assists in budgeting and administration of contracts; interacts with Procurement, Finance, and Administration Departments to provide information and resolve issues.
• Performs a variety of routine accounting, data entry, filing and other clerical tasks.
• Performs any other duties reasonably related to the functions described above. Assignments may focus on specific functional areas based on the qualifications and skill sets of the candidate.

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
• Effectively handles multiple demands, shifting priorities, and rapid change
• Work is guided by supervisor yet, may act independently to determine methods and procedures based upon expertise
• Ability to establish a professional network within the organization in order to accomplish day-to-day tasks
• Assesses internal/external customer and/or visitor needs and assists in developing options to meet those needs
• Applies job skills and departmental policies and procedures to complete a wide range of complex tasks in creative and effective ways
• Contributes to projects based on areas of expertise
• Adapts behavior and work methods, as needed, in response to new information, changing conditions, or unexpected obstacles
• Modifies communications techniques, as necessary, in order to reach understanding with and among different groups
• Demonstrates a willingness to learn and use new procedures and technology
• Knowledge and interest in contemporary architecture and art preferred.
• Reading knowledge or conversation skills in a language other than English 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.