California Arts Council

State of California

Arts Jobs - Detail

Project/Administrative III
The J. Paul Getty Trust

Los Angeles, CA

Job Summary:

Responsible for providing a variety of administrative duties and project management for the head of the Publications department.

Major Job Responsibilities:

  • Organizes and expedites flow of work through the Publisher’s office and/or administrative department. Serves as a resource to others on organizational and departmental policies and procedures or in the resolution of moderate to complex problems or issues.
  • Schedules regular meetings for Publisher with program directors and other staff; prepares and circulates materials for meetings.
  • Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff that produces these materials. Includes correspondence involving high-level officials inside and outside the organization.
  • Maintains calendars for supervisor and managers as needed, and accepts or declines commitments on his/her behalf.
  • Makes travel arrangements for supervisor, managers, and other staff as needed.
  • Processes expense reports for supervisor, managers, and other staff as needed.
  • Coordinates department functions, as assigned, including departmental meetings and special events. Arranges with vendors for sites, facilities, catering, etc.
  • Assists in administration of contracts. May draft agreements with partners, vendors and outside institutions including letters of agreement, contracts, and letters of invitation.
  • Submits and tracks requisitions and purchase orders.
  • Monitors budgets, prepares and submits reports.  
  • Researches and gathers data for department/program reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.
  • Assists in preparation of budget materials. Tracks and monitors budget expenditures and reports on variances. Provides projections, as requested.
  • Responds to inquiries or requests for information or refers to supervisor, as appropriate.
  • Provides guidance and direction to staff and/or external consultants.
  • May oversee a variety of administrative, technological and/or infrastructure projects.


  • High school diploma/GED; Bachelor's degree preferred
  • Minimum 3-4 years related experience

To Apply:



Deadline: 07-31-2017

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