Project/Administrative III

Employer
The Getty
Location
California, United States
Salary
$22.00 - $27.00
Posted date
Oct 19, 2021

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Position Type
Jobs Outside Academe, Non-profit & Government Organizations
Employment Level
Administrative
Salary Band
Up to $29,000
Employment Type
Full Time

Overview

Accountable for providing administrative aid or project coordination for the Facilities Auxiliary Services department including Events, Audio-Visual, Logistics, Mail Services, Support Services, Bon Appetit Food Services, and Uniserve Custodial Service.



Responsibilities

  • This position takes an initiative role in interacting with community members to resolve issues from neighbors at both the Center and Villa.
  • This position serves as a resource to all events and logistics staff regarding Getty policies and procedures.
  • This position assists in the administration of large contracts. And serves as the point of contact for contracts for South Shore, Property Preps, Athens and others. And conducts inspections of work.
  • This position gathers data and prepares reports for a variety of items including the complex waste report from Athens to show our recycling efforts.
  • This position is also providing for a variety of administrative duties to Logistics and Events and is expected to increase as we fully involve this position in those areas.
  • Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff to produce these materials
  • Coordinates the preparation, development and production of major documents, such as presentations or proposals
  • Acknowledge to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures
  • Serves as 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
  • Performs administrative duties associated with scheduling and coordinating meetings and planning events. Arranges with external vendors for services, prepares agendas, gathers and organizes substantiating information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome
  • Researches and gathers data for department/program reports. Conducts preliminary examination of data and recommends report content and format to display findings most effectively
  • Assists in administration of contracts. Interacts with Procurement and Finance Departments to provide information and resolve issues
  • Assists in the preparation of budget materials. Tracks and monitors budget expenditures and reports on variances
  • Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency
  • Assists in maintaining office equipment and purchases
  • May advise, direct or review the work of staff or external consultants
Qualifications

  • High school diploma/GED; Bachelor's degree preferred
  • Minimum 3-4 years related experience

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