Project Admin

Job Summary

Responsible for providing administrative support and project coordination for the Engineering & Maintenance Director for Facilities

Major Job Responsibilities

• 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
• Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures organizational policies and procedures
• Performs administrative duties associated with scheduling and coordinating meetings, convenings, and planning events. Arranges with external vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. May attend functions to ensure satisfactory outcome
• May maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalf
• Makes travel arrangements for supervisor, department or project team as needed
• Prepares expense reports in accordance with Getty Business and Expense policy and procedures
• Researches and gathers data for department/program reports. Conducts preliminary analysis 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
• May assist 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
• 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, convenings, and planning events. Arranges with external vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. May attend functions to ensure satisfactory outcome
• May maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalf
• Makes travel arrangements for supervisor, department or project team as needed
• Prepares expense reports in accordance with Getty Business and Expense policy and procedures
• Researches and gathers data for department/program reports. Conducts preliminary analysis 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
• May assist 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

Knowledge, Skills and Abilities

• 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/interpersonal skills
• Ability to prioritize and multi-task
• Depending on assigned area, reading or conversation skills in one or more foreign languages preferred

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.