Administrative Assistant/Scheduler

JOB SUMMARY

With limited supervision from the Operations Manager, the Administrative Assistant/Scheduler is responsible for providing administrative support to the Facilities Division and other DUS HQ departments during a very busy project season. Key responsibilities include scheduling field personnel, dispatching new hires to various job sites, and performing other project related administrative functions.

This position requires flexibility, excellent communication skills, motivation, and ability to work in a fast-paced environment with shifting demands and priorities.

REQUIRED QUALIFICATIONS

• High School Diploma or GED

• 1-3 years of prior administrative support experience

• Excellent verbal and written communication skills

• Proven computer skills especially with Excel

• Strong customer service skills

• Ability to multi-task and maintain a positive attitude under pressure

• Able to work on an on-call basis on evenings and weekends, as needed

• Must have a valid driver's license

DESIRED QUALIFICATIONS

• Associate's degree or equivalent

• Previous experience scheduling or dispatching employees to job sites

• Previous North Slope related experience

ESSENTIAL FUNCTIONS

• Provides day-to-day support to the Facility Division; assists other HQ departments as needed.

• Schedules facility division employees. Ensures schedules are updated constantly; communicates schedule related changes to the appropriate parties.

• Coordinates transfers of staff within the facilities division.

• Coordinate flight bookings.

• Completes a variety of general administrative, clerical, and/or project related tasks in a timely, accurate and organized manner. This includes but is not limited to scheduling, typing, filing, data entry, record keeping, and distribution of correspondence.

• Assists the Operations Coordinator with making travel arrangements for employees to go to the job sites and provides coverage in the absence of the Operations Coordinator.

• Utilizes multiple computer-based programs and maintains databases to track and compile required data in support of compliance requirements for different headquarters units.

• Answers incoming calls, refers calls to appropriate person, and takes messages, representing the company in a positive, courteous and professional manner.

• Expected to meet regular attendance goals of the company, relate well with other employees and managers, and perform according to company expectations.

• Performs other duties and special projects as assigned.

JOB SPECIFIC COMPETENCIES

• Confidentiality: Demonstrates knowledge of appropriate procedures for handling sensitive and confidential information.

• Customer Service: Demonstrates knowledge of principles and processes for providing customer and personal services. Strong customer service skills.

• Technical/Computer: The individual must be proficient with Microsoft Word, Excel, and Outlook; and computer knowledge including internet, and data entry skills.

• Teamwork: Demonstrates excellence in working collaboratively in a team environment. Works well independently and as a team member.

• Oral/Written Communication: Excellent written and oral communication skills. Speaks clearly and persuasively in positive and negative situations.

• Judgment: Exhibits sound and accurate judgment and makes timely decisions.

• Planning/Organizing: Prioritizes and plans work activities, uses time efficiently and develops realistic action plans; has ability to manage multiple priorities and projects simultaneously. Ability to establish and manage priorities. Well organized, reliable and responsible.

• Independence: The individual is able to work in a diversified team oriented environment and is able to perform daily tasks with or without supervisor direction. Ability to work independently and effectively with a team to meet deadlines.

EQUAL OPPORTUNITY EMPLOYER