Project/Administrative III

The curatorial department at the Getty Research Institute seeks a candidate to assist its head of exhibitions and modern and contemporary curators in the administration of projects, collection development, and public activities.

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
• Assists in preparing acquisition forms, and in preparing collection materials for tours and presentations
• May assist curators in the administrative process of developing exhibitions, including maintaining checklists and working with collection materials in preparation for research meetings.
• Composes and produces a variety of business correspondence, reports, private/restricted 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
• Maintain supervisor and project team calendar and accepts or declines requests on his/her behalf. Makes travel arrangements for supervisor, department or project team as needed
• Coordinates department/program public relations functions, as assigned, such as special events, conferences, seminars, workshops etc. Arranges with external vendors for sites, facilities, catering, etc. Coordinates production and/or distribution of promotional materials. May attend functions to ensure satisfactory outcome
• Assists in administration of contracts. May draft documents with partners, vendors and outside institutions including letters of agreement, contracts, and letters of invitation
• 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 evaluation 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
• Replies 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

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

• 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 skills and ability to work with a variety of audiences
• Ability to prioritize and multi-task
• Depending on assigned area, reading or conversation skills in one or more foreign languages preferred