Job Posting 

Job Title: Project/Administrative IV

Location: The J. Paul Getty Trust, California

About The J. Paul Getty Trust

The J. Paul Getty Trust is the world's largest cultural and philanthropic organization dedicated to the visual arts.
Through conservation work, publications, exhibitions, grant initiatives, training programs, and other efforts, we work to make a lasting difference in conservation practice and art historical research and to promote knowledge and appreciation of art among audiences of all ages.

Diversity, Equity, Accessibility, and Inclusion at Getty

Getty believes diversity, equity, accessibility and inclusion are essential to our excellence and to the execution of our mission. The Getty community values differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. We are committed to creating a diverse and welcoming workplace that reflects the diversity of the communities we serve and includes individuals with diverse backgrounds and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

Job Summary

Responsible for providing a variety of administrative duties or project management for a department, program, project team or Sr. Manager.

Major Job Responsibilities

  • Organizes and expedites flow of work through supervisor’s office and/or administrative department. Serves as resource to others on Getty policies and procedures or in the resolution of moderate to complex problems or issues
  • Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff that produces these materials. Including correspondence involving high-level officials inside and outside the organization
  • May maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalf. Makes travel arrangements for supervisor, department or project team as needed
  • Monitors budgets, prepares and submits reports. Interacts with Procurement and Finance Departments to provide information and resolve issues
  • Researches and gathers data for department/program reports. Conducts preliminary review of data. Recommends report content and format to display findings most effectively
  • Assists in preparation of budget materials. Tracks and monitors budget expenditures and reports on variances. Provides projections, as requested
  • Responds to inquiries or requests for information or refers to supervisor, as appropriate
  • Assists in maintaining office equipment and purchases
  • Provides guidance and direction to staff and/or external consultants
  • May oversee a variety of administrative, technological and/or infrastructure projects
  • Manages the operation of the Facilities Help Desk (FHD)
  • Ensures work orders are properly generated, distributed and tracked through completion
  • Maintains metrics re: source, type, frequency and duration of work orders and work requests

Qualifications

  • High school diploma/GED; Bachelor’s degree
  • Minimum 4-6 years related experience

Requirement

All employees must be fully-vaccinated against the COVID-19 virus as a condition of employment. Exemptions from this requirement as a reasonable accommodation due to medical contraindication, disability or sincerely held religious belief or practice will be considered.

Knowledge, Skills and Abilities

  • Advanced computer skills and demonstrated experience with office software and email applications
  • Excellent organizational skills and attention to detail
  • Demonstrated success in following through and completing projects
  • Excellent verbal and written communication skills
  • Excellent customer service/interpersonal skills
  • Ability to prioritize, multi-task and assign work to others
  • Depending on assigned area, reading or conversation skills in one or more foreign languages preferred

Equal Opportunity Employer

We are proud to be an equal opportunity employer. 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.