Administrative Assistant / IT Coordinator

Job Summary:

Under limited supervision, provides a wide variety of moderately complex administrative services, including but not limited to secretarial, data collection, and report-writing tasks specific to the group or individual to which assigned.

May be responsible for preparing and controlling records, statistics, and reports regarding the operation, personnel changes, etc. Assists in administering programs, projects, and/or processes specific to the operating unit served. May serves as the administrative liaison with internal and external clients on administrative matters relating to purchasing, personnel, facilities operations, etc.

Qualifications

Responsibilities and Duties

• Prepares memoranda, proposals, charts, tables, and other documents using various software packages (Word, Excel, PowerPoint, MS Teams). Provides support through copying and emailing as requested by assigned staff.

• Use metrics data for Departments and Divisions.

• Set and maintain goals for yourself.

• Proactively take the initiative and move projects forward with limited direction.

• Detail-oriented with the ability to work at a swift pace.

• Strong time management skills with the ability to manage multiple projects and deadlines.

• Strong interpersonal skills and ease with building / establishing rapport with various people and teams.

• Professional demeanor, goal-oriented, self-motivated, creative, flexible, and adaptable to new situations.

• Passion for learning, trying new things, understanding what works, and quickly adjusting what does not work.

• Coordinate with assigned staff or department, creating moderately complex correspondence, spreadsheets, and visual presentations for projects.

• Answers telephones, providing the caller with general information, transcribing messages, and when necessary, directing callers to appropriate staff or voice mail.

• Compiles moderately complex documents and information for necessary reports, informational packages, and/or presentation materials.

• Maintains departmental filing and tracking systems. Includes establishing files for all written / email correspondence, project work, and reports. Coordinates off-site storage for old files.

• May maintain a calendar of appointments for assigned staff or department. Schedules and organizes meetings, conference calls, and appointments. Prepares items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site reservation, food orders, attendance confirmations, and interacting with attendees to address questions or issues on event.

• Coordinates travel arrangements, including air reservations, scheduling options, hotel reservations, and car rental reservations. Develops travel itineraries to correspond with current schedules. May assist in the completion and processing of expense forms for assigned staff. Produces monthly reports for internal and external clients, based on the area of business.

• May serve as a member of a team on department-related projects.

• Reviews and distributes mail for assigned staff

• Ensure assigned office equipment is adequately maintained and secure. Contacts vendors to report service issues

• Order and maintain purchase orders for assigned areas. Assign and track purchase order numbers in online systems.

Qualifications and Skills:

• College Degree

• Minimum of 2 - 4 years of previous related work experience

• Proficient in Microsoft Word, PowerPoint, Excel, Outlook, and MS Teams software

• Good proofreading and editing skills; Effective verbal and written communication skills

• Ability to maintain discretion regarding personnel and industry-related matters

• Excellent interpersonal skills

• Must be detail-oriented to ensure accurate deliverables and able to take the initiative to meet deadlines

• Ability to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing.