Job Details
Key Role Highlights:
Hybrid position. 3 days in office/2 days remote - must be local candidate.
Must be well-organized, effective communicator, and have the ability to work independently.
Heavy scheduling & phone, IM, and email communication will be required.
3-5 years of admin experience preferred.
Job Responsibilities
Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries. Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines.
Provides administrative support to assigned staff. Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.
Receives, sorts and distributes mail. Edits, proofreads and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing and distribution process.
Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms and lecture halls.
Tracks and monitors expenses for department. Assists in budget planning. Enters transactions in financial system; may approve transactions and run/review reports. Enters personnel/payroll information in HR system.
Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinates purchase of supplies as needed.
May assist in preparing contract budgets, grant applications, proposals, status reports and financial statements.
Maintains/updates contact information, directories, departmental lists, email lists and databases. May be responsible for updating/maintaining routine web pages and social networking sites.
Performs other duties as assigned.
Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times.
Job Skills
Strong oral, written and interpersonal communication skills to deal effectively with a broad and diverse range of people.
Strong computer skills with experience using Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint and Access.
In-depth knowledge of office procedures.
Ability to work as part of a team or independently.
Education:
High school diploma or equivalent high school certification.