Administrative Coordinator
4 weeks ago
The J. Paul Getty Museum seeks a highly organized and detail-oriented Administrative Assistant to support the Department of Photographs. Reporting to the Senior Curator of Photographs, the successful candidate will manage day-to-day tasks, including budgeting and financial reporting, scheduling of meetings and travel, and managing communications with internal and external colleagues and vendors.
The ideal candidate will have excellent communication skills, advanced computer skills, and experience with office software and e-mail applications. They will also have the ability to prioritize, multi-task, and assign work to others, as well as experience managing department and project budgets.
The Administrative Assistant will work closely with the Senior Curator and other curatorial and research staff to provide administrative support, coordinate events and activities, and oversee discreet administrative projects. They will also be responsible for maintaining departmental records and coordinating with Institutional Archives.
The successful candidate will be a team player with excellent customer service and interpersonal skills, and will be able to adapt to changing priorities and deadlines. They will also have a strong commitment to diversity, equity, and inclusion, and will be able to work effectively with a diverse range of colleagues and stakeholders.
Key Responsibilities- Manage day-to-day tasks, including budgeting and financial reporting, scheduling of meetings and travel, and managing communications with internal and external colleagues and vendors.
- Provide administrative support to the Senior Curator and other curatorial and research staff, including coordinating events and activities and overseeing discreet administrative projects.
- Maintain departmental records and coordinate with Institutional Archives.
- Assist in the administration of contracts and procurement documentation, including drafting letters of invitation, scope of services, and agreements with partners, vendors, and outside institutions.
- Prepare and monitor department budget materials, track and monitor budget expenditures, and report on variances and provide projections as requested.
- Interact with Procurement and Finance Departments to provide information and resolve issues.
- Respond to inquiries or requests for information from staff and external organizations or refer to Senior Curator or other curatorial and research staff as appropriate.
- Provide guidance and direction to staff and external consultants on department planning and procedures.
- Assist in planning and hosting events and activities for members of the Getty Museum Photographs Council, including semi-annual meetings and travel programs.
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