Project/Administrative III

Overview

Responsible for providing administrative support or project coordination for the Grounds and Garden department. This will include supporting the department head, manager, three supervisors, and grounds staff.

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
• 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 and planning events. Arranges with external vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome
• 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
• Assists 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 (including ordering Grounds uniforms)
• 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
• Bi-lingual skills in Spanish and English

Apply Here

PI207696965