Project Admin

Job SummaryResponsible for providing administrative support and project coordination for the Engineering & Maintenance Director for FacilitiesMajor Job ResponsibilitiesComposes and produces a variety of business correspondence, reports and related materials or guides the work of other staff to produce these materialsCoordinates the preparation, development and production of major documents, such as presentations or proposalsResponds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures organizational policies and proceduresPerforms 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 outcomeMay maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalfMakes travel arrangements for supervisor, department or project team as neededPrepares expense reports in accordance with Getty Business and Expense policy and proceduresResearches and gathers data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectivelyAssists in administration of contracts. Interacts with Procurement and Finance Departments to provide information and resolve issuesMay assist in the preparation of budget materials. Tracks and monitors budget expenditures and reports on variancesOversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiencyServes 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 proceduresPerforms 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 outcomeMay maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalfMakes travel arrangements for supervisor, department or project team as neededPrepares expense reports in accordance with Getty Business and Expense policy and proceduresResearches and gathers data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectivelyAssists in administration of contracts. Interacts with Procurement and Finance Departments to provide information and resolve issuesMay assist in the preparation of budget materials. Tracks and monitors budget expenditures and reports on variancesOversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiencyAssists in maintaining office equipment and purchasesMay advise, direct or review the work of staff or external consultantsQualificationsHigh school diploma/GED; Bachelor's degree preferredMinimum 3-4 years related experienceKnowledge, Skills and AbilitiesProficient computer skills and demonstrated experience with office software and email applicationsDemonstrated ability to follow through and complete assigned tasksStrong verbal and written communication skillsExcellent customer service/interpersonal skillsAbility to prioritize and multi-taskDepending on assigned area, reading or conversation skills in one or more foreign languages preferredBenefits and PerksHere 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 MatchGetty contribution of 6%, on behalf of employee, to 401(a) retirement accountEducational Assistance and professional developmentPaid Vacation, Sick and Personal Days12 Paid HolidaysMany positions have bi-weekly Off-FridaysOn-Site Fitness Center at Getty CenterCommunity service opportunitiesTo learn more about our comprehensive benefits and long list of perks, go to Getty HR.