Administrative Coordinator Job at J. Paul Getty Trust, The in Los Angeles

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 welcoming workplace that reflects the various backgrounds of the communities we serve and includes individuals who bring a diversity of values and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

Job Summary:

Our Mission

The J. Paul Getty Museum seeks to inspire curiosity about, and enjoyment and understanding of, the visual arts by collecting, conserving, exhibiting and interpreting works of art of outstanding quality and historical importance and is one of four programs of the J. Paul Getty Trust. The Museum operates two sites, the Getty Villa in Malibu, which exhibits its collection of Greek and Roman antiquities, and the Getty Center in Brentwood, which displays its collections of European art: Medieval and Renaissance illuminated manuscripts, paintings, sculpture, decorative arts, drawings to 1900, and photography to the present day (including non-European works). The Museum mounts approximately 25 temporary exhibitions a year across its two sites; maintains an annual permanent gallery improvement program and offers wide-ranging and ambitious programming for its visitors.

The Opportunity

The J. Paul Getty Museum seeks a qualified Administrative Coordinator to support the Museums administrative projects and initiatives. Reporting to the Manager of Finance & Administration and working with the Associate Director for Administration, they will coordinate the department and divisions recruitment/on-boarding/off-boarding efforts; professional development and training efforts; support the Museums graduate and undergraduate intern program; maintain administrative policy, procedures, and records; as well as liaise among stakeholder departments, track progress, and ensure work aligns with best practices and reflect Getty standards for excellence. The Administrative Coordinator will work closely with colleagues in Museum Administration & Operations and Museum Information Systems, as well as with colleagues across the organization in Getty Human Resources, Digital, Facilities, Security, and Finance. The successful candidate will have excellent communication skills, adept at customer service, highly organized, detail-oriented, a problem solver and team player, adaptable, and able to work independently, at times, in a very fast paced work environment with multiple priorities. Work will initially be onsite for the first three months to be re-evaluated at that time for telework.

Major Job Responsibilities:

• Coordinates recruitment efforts for staff and temps with Museum hiring managers and Human Resources to include drafting job postings, routing and maintaining personnel requisitions in iCims, and tracking and reconciling position openings.
• Coordinates onboarding and offboarding efforts for Museum staff employees, temps, and interns working with Museum Administration and Operations staff, Human Resources, Digital, Facilities, Security, and Finance.
• Coordinates Museum professional development trainings, workshops, and programs (onsite and virtual) to include working with consultants in the development and execution of those programs as well as assembling and distributing materials and communications to staff.
• Coordinates Museum intern group activities, meetings and events as outlined by Manager of Finance & Administration.
• Drafts and maintains Museum administrative policy, procedures, and records.
• Composes and produces a variety of business correspondence, reports, confidential documents, forms, and related materials; this includes correspondence involving high?level officials inside and outside the organization, donors and professional colleagues.
• Monitors budgets to include tracking and monitoring expenditures and reports on variances. Provides projections, as requested, and interacts with Procurement and Finance departments to provide information and resolve issues.
• Responds to inquiries or requests for information from staff and external organizations.
• Works with Institutional Archives to manage departmental records according to records retention schedule.
• Coordinates other administrative projects as assigned.

Qualifications:

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

Knowledge, Skills and Abilities:

• Strong administrative, project coordination, communication (both written and verbal) and interpersonal skills
• Demonstrated ability to exercise discretion in dealing with confidential information
• Excellent customer service/ interpersonal skills, highly organized and detail-oriented
• Team player able to work independently at times, in a very fast paced work environment with multiple priorities
• Strong computer skills and demonstrated experience with office software to include Outlook, Microsoft Office 365 (Excel, Word, PowerPoint, Zoom), Adobe Acrobat, Illustrator, Photoshop
• Experience with human resources management systems as well as financial information systems
• Excellent organizational skills and attention to detail
• Demonstrated success in following through and completing projects
• Excellent verbal and written communication skills; ability to express thoughts clearly, both orally and in writing
• Ability to prioritize, multi-task and assign work to others
• Experience managing department and project budgets
• Ability to adapt behavior and work methods, as needed, in response to new information, changing conditions, or unexpected obstacles

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.

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.