Administrative Coordinator

Job Summary

The Getty Research Institute (GRI) seeks a qualified Administrative Coordinator to assist with the GRI’s administrative projects and initiatives. Reporting to both the Assistant Director of Administration and the Supervisor of Office of Scholars, Interns, and Professionals (OSIP), the candidate will assist the GRI’s administrative team. The Administrative Coordinator will work closely with colleagues in GRI Administration, OSIP, and other GRI departments, as well as with colleagues across the Getty’s organization, including Human Resources, Finance, Payroll, Accounting, and Getty Foundation. The successful candidate will have excellent communication and writing skills, adept at customer service, highly organized, detail-oriented, a problem solver and team player, adaptable, and able to work under little to no supervision in a fast-paced work environment with multiple priorities. Work will initially be onsite for at least the introductory period, after which partial telework may be re-evaluated.

Major Job Responsibilities

• Performs a broad range of administrative duties, including scheduling meetings, assisting with events and travel, meeting agendas and minutes, and composing documents and PowerPoints.
• Coordinates the recruitment/on-boarding/off-boarding efforts for the GRI; works with GRI hiring managers to create on-boarding plans, as well as assisting with off-boarding efforts for GRI staff and interns in conjunction with GRI Administration, Human
• Resources, Getty Digital, Facilities, Security, Accounting/Payroll, and Finance.
• Assists with planning for professional development and training efforts at the GRI; coordinates and schedules trainings, workshops, and programs (onsite and virtual), including working with consultants in the development and execution of those programs, as needed, and assembling and distributing materials and communications to staff.
• Coordinates educational assistance program with GRI staff, Assistant Director of Administration, and Getty Payroll.
• Drafts GRI administrative policy materials, procedures, calendars, and records in consultation with Administration’s staff; maintains on GRI’s shared online information platform.
• May coordinate the GRI’s Work Study Program with UCLA
• Composes and produces a variety of business correspondence, reports, confidential documents, forms, and related materials; includes correspondence involving high‐level officials inside and outside the organization, donors, and professional colleagues.
• Monitors budgets and expenditures in areas of assignment (Educational Assistance, training programs, Work Study); reports on variances. Provides projections, as requested, and interacts with Procurement and Finance departments to provide information and resolve issues.
• Replies to inquiries or general requests for information from staff, scholars, Interns, and external organizations; liaises with stakeholder departments on behalf of supervisors to track progress on projects/activities; ensures work aligns with best practices and reflects Getty standards for excellence. 
• Works with Institutional Archives to manage Administration’s departmental records according to the records retention schedule.
• Coordinates other administrative projects as assigned.

Office of Scholars, Interns & Professionals (OSIP)

• Assists with the review, processing, and editing documents for international exchange visitors, with emphasis on accuracy and completeness; ensures accuracy of all data sources, including OSIP records, internal databases, and US government systems.
• Creates and maintains paper and electronic files for all national and international guests, reviewing and verifying documents; develops and maintains standard protocols in working with private documents and restricted data; maintains internal access list.
• Assists in executing and managing data entry in Glacier for tax assessments and distributing documents with Getty Tax Accounting Department for the calculation of tax withholdings.
• Prepares travel immigration letters for return to the U.S.
• Executes payment of I-901 visa fees and Pay.gov Exchange Visitor program redesignation fees.
• Utilizes critical judgment and appreciation for cultural nuances to offer sound advice and guidance.
• Serves as Alternate Responsible Officer (ARO) for the Getty; remains current with SEVIS-related and regulatory updates pertaining to international scholars, interns, and trainees to ensure consistent protocol regarding policies and procedures.
• May prepare Form DS-2019 integrated with DS-7002 using SEVIS.
• May reply to internal and/or U.S. Government data inquiries.
• Scans, reviews, updates, and interfaces electronic resources in a progressively paperless workflow.
• Advises international scholars, interns, trainees, and researchers in evaluating their visa options, and provides the necessary assistance in obtaining and maintaining appropriate non-immigrant J-1 visa status; process visa-related documents; proactively monitors and evaluates data in SEVIS and Glacier systems to identify issues needing resolution prior to data submission.

Qualifications

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

Knowledge, Skills, and Abilities

• Strong administrative, project coordination, and communication skills, with excellent telephone and email etiquette.
• Proven ability to handle confidential information with discretion and integrity.
• Outstanding customer service skills, with a focus on building positive relationships with coworkers and/or scholars and other external partners, and maintaining attention to detail.
• Exceptional organizational skills, with a strong ability to prioritize tasks and manage time effectively, ensuring successful completion of projects.
• Ability to work effectively in both team environments and under little to no supervision, managing multiple priorities in a fast-paced setting.
• Experience in managing project budgets, with a proven track record of following through and meeting deadlines.
• Sound judgment and the ability to make decisions within established guidelines and procedures.
• Proficiency in computer applications including Outlook, Microsoft Office 365 (Excel, Word, PowerPoint, Zoom), Adobe Acrobat, Illustrator, and Photoshop; experience with HR and financial information systems is preferred.
• Adaptability to changing conditions, with the ability to adjust work methods and behaviors with minimal supervision after reviewing new information or unexpected issues.
• Strong ability to learn and apply complex laws, regulations, and directives, particularly those related to U.S. immigration compliance.
• Cultural competency and the ability to work effectively with a wide range of individuals from diverse backgrounds and differing viewpoints.