Overview: The Administrative Assistant performs diverse administrative tasks in support of the Program office. She/he provides administrative support in the day-to-day operations of the office and works independently with minimal guidance, and recommends improvements to office administrative functions, processes and procedures. Primary Responsibilities:
- Provides logistical and general support in the performance of diverse administrative tasks.
- Prepares and/or edits charts, spreadsheets, memos and other general office documents and material as required.
- Manages office databases.
- Inputs financial data, results from surveys, critiques and tests; generates performance measurement and other administrative reports. Assists with the analysis of data to identify and resolves issues;
- Attends meetings and captures and distributes minutes derived from the meetings.
- Prepares and/or edits standard operating procedures.
- Overseas all aspects of travel to support Program office staff to include coordinating logistics and transportation needs and the generation of government travel orders.
- Drafts cables utilizing the Government's cabling system, CableXpress;
- Compiles weekly activities and other routine reports for the Program office.
- Creates and maintains electronic and hard copy centralized Program office files in areas such as the budget, equipment purchases requisitions, end-of-course reports, student critiques, travel, and general correspondence.
- Provides project support and other administrative support as required, including planning and coordination; Performs special assignments upon request.
- Exercises independent judgment and initiative on a daily basis and requires infrequent supervision; recommends and implements improvements to the administrative functions, processes, and procedures in the Program office.
Supervisory Responsibilities: None Education and/or Experience:
- Must possess a high school diploma
- Associate's degree preferred
- Nine (9) years of progressively responsible administrative experience
- A minimum of two years fulfilling the duties of an Administrative Assistant III or equivalent experience.
Knowledge, Skills, and Abilities:
- Must possess an advanced knowledge of and experience with office and administrative functions, practices and procedures.
- Must be highly organized with attention to detail.
- Must possess excellent command of the English language.
- Must have excellent oral and written communication skills in order to interface with personnel at all levels.
- Must have an intermediate knowledge of and experience with word processing, databases and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.). Applicants must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint). Solid Excel experience is a must.
- Experience with financial reports helpful.
- Ability to handle multiple tasks simultaneously.
- Ability to communicate effectively orally and in writing. Knowledge required.
- Skills with specific tools, software, equipment, skills that are required.
- Abilities to work independently.
- Understand spoken direction, abilities to read directions, ability to work as a team-player, ability to multi-task.
Certificates, Licenses, Registrations: Driver's License Security Clearance:
- Possess or be able to obtain/maintain a SECRET security clearance.
- Must be a U.S. Citizen.
- Must be able to maintain required Security Clearance/access approvals.
Physical Demands: The physical demands that will be required inside the workplace and for the position. Must lift, will sit, answer the phone, type on a keyboard, move files, etc. Travel: None Work Environment: Office environment