Hybrid Project & Administrative Coordinator III

Project/Administrative III

Job Family

Administrative and Support Staff

Type

Regular Full-Time

Position Status

Getty Center

Workplace Type

Hybrid/Partially Remote

Salaried/Hourly

Hourly

Hiring Pay Scale

$27.50 - $35.06 Hourly

Salary

Commensurate with experience and internal equity

Program/Department

Research Institute - 0440-Curatorial

Requisition Number

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.

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. The successful candidate will have exceptional organization and communication skills; excellent ability to interact with all levels of staff, internal and external colleagues, and guests; and an ability to exercise discretion with matters relating to human resources, budgets, and collections.

This position will assist the Head of Preservation & Conservation and provide support for conservators in the department. The position will also support the Senior Curator of Architecture and the Assistant Curator of Architecture. The role entails managing busy and complex calendars, scheduling meetings, supporting purchase of equipment for the departments, assisting with the contracting of external consultants, and ensuring successful coordination and outreach for a variety of local and international programs, tours, events, and projects.

The ability to attend to multiple deadlines is crucial to the position. This position will also serve as the programming coordinator for the internal training provided by the department to GRI staff, interns, and scholars such as the Special Collections Handling Trainings and Collection Salvage Workshop.

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 People Soft Financials
• May assist curators with tours and visits and helps prepare/set-up Special Collections presentations
• Coordinates department/program meetings, special events, conferences, seminars, workshops, and security/parking logistics
• Arranges with external vendors for site, facilities, catering, etc.
• Coordinates production and/or distribution of promotional materials and communications via social media and attends functions to ensure satisfactory outcome
• Assists Conservation staff in organizing activities supporting the GRI Collections Emergency Preparedenss 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
• May 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
• May 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
• Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency
• Assist 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
• May assist in the preparation of budget materials, tracking and monitoring budget…