Searching for a dynamic and self-motivated individual to fill the position of Administrative Specialist. This position will provide responsible and highly complex administrative support to the Associate Director and the Program Manager with a high degree of autonomy in decision making. The person in this role will have an integral part in the scholar recruitment process.
“U.S. Citizens and those authorized to work in the U.S. are encouraged to apply. We are unable to sponsor or consider Corp 2 Corp candidates.”
Essential Duties and Responsibilities:
1.Manage the schedule of the Acting Assistant Administrator and/or other assigned principal.
2.Manage the unit level calendars for events, meetings, and alignment with Deputy Assistant Administrators’ calendars.
3.Prepare all travel related documentation and makes all travel arrangements for all leadership as needed.
4.Assess administrative needs of the Acting AA and Front Office
5.Collect and manage office data
6.Provide support for the planning and implementation of unit activities
7.Participate in unit meetings, maintaining meeting minutes and records
8.Task, prepare, track and review unit correspondence.
9.Coordinate office logistics covering personnel support, office space usage, equipment and supply procurement and management.
10.Assist with internal and external reporting, originating and maintaining tracking and training reports, general progress reports, and budget reports (as needed by Lead Management Analyst).
11.Establish standard operating procedures (SOPs) and guidance related to the core functions of the Front Office (i.e. travel, scheduling,administrative management, correspondence management).
12.Schedule meetings, booking rooms, and compiles documents for meetings.
13.Support and participate in all relevant managerial, technical, and administrative meetings
14.Support the front office scheduling team in helping to design and conduct business process improvements that increase the efficiency and effectiveness of Front Office operations. Participates in developing scheduling operating procedures and discussions to formulate new or modify existing policy.
15.Screen all telephone calls and personal visitors, who frequently represent the highest levels of international, national, state, and local governments or major businesses. Personally, handles routine inquiries and those requiring knowledge of the organization's activities or its internal administrative procedures. Refers inquiries requiring technical program knowledge to an appropriate staff member for follow up. Remaining inquiries are sent to the supervisor's attention with supporting background materials.
16.Assess and recommend office policy changes to remedy conventional situations, and installs administrative procedures that affect subordinate organizational segments. Answers questions concerning policies and procedures related to obtaining supplies and services. Coordinates the purchase of equipment and services for the organization. Follows standard procedures for procuring, authorizing, controlling, and justifying purchases.
Location/Region: Long Beach, CA (US - 90801)