Position Purpose:

Performs administrative duties and office support activities for multiple supervisors in departments and/or other organizational units as assigned by the Manager-Office Administration.

Primary Duties:

• Develops, implements and maintains processes and activities to assure an efficient, effective, compliant and responsive organization within a fast-paced environment
• Maintains records, files and other organizational data
• Develops and generates routine reports
• Coordinates meetings and presentations as assigned
• Completes word-processing, formatting, filing, and scheduling
• Performs duties such as meetings with employees; drafts and manages correspondence; answers phone; plans tasks and timelines; records and mailings; conducts research and works on special projects
• Ensures optimal clerical and administrative functions; timely preparation of internal and external reports
• Implements and organizes records management processes and procedures
• Coordinates with organizational functions of administrative support team
• Monitors and maintains supplies within budgetary parameters. Completes special order requests
• Other duties as assigned.

COVID-19 Considerations: Proof of COVID-19 vaccinations is required for employment. Masks are required.

Must have knowledge of office procedures and compliance requirements. Familiarity with disabilities services office a plus. Proficiency required in customary computer software applications within a business environment.

Skills Knowledge & Abilities:

• Skilled in prioritizing tasks to ensure projects are successfully completed within established deadlines
• Skilled in proactively resolving issues with strong decision-making capacity
• Skilled in coordinating organizational functions of the administrative support team
• Skilled in MS Office suite and other software products
• Skilled in verbal and written communication
• Skilled in editing skills with exceptional attention to detail
• Ability to work independently
• Ability to handle confidential information with discretion
• Ability to multi-task in a fast-paced environment and adapt quickly to changing priorities

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Communication: Ability to use tact and diplomacy to maintain harmonious relationships with all stakeholders in various modalities including person-to-person, email and other written formats and on the telephone.
• Customer Focus: Knowing the (internal and external) customer business needs and acting accordingly; anticipating customer needs, and giving high priority to customer satisfaction and customer service.
• Collaboration: Working as a productive member of a cohesive group toward a common goal, and contributing to team development and effective team dynamics.
• Attention to Detail: Taking responsibility for a thorough and detailed method of working.
• Accountability: Accepting responsibility that results in anticipation/prevention of problem areas from actions, and problem solving inside and outside the department/organization.
• Initiative: Does more than is required or expected in the job. Goes beyond expectations in the assignment, task, or job description without being asked.
• Professionalism: Thinks carefully about the likely effects on others of one’s words, actions, appearance, and mode of behavior.
• Quality: Produces results or provides service that meets or exceeds company standards.
• Confidentiality: Respecting and adhering to ethical principles regarding data production and confidentiality regarding information obtained as part of the position functions.
• Computer Literacy: Using computers effectively and efficiently in the working environment.
• Adaptability: Maintaining effectiveness in reaching set goals by adapting to changing circumstances, tasks, responsibilities and people.
• Reliability: The ability to attend work on a consistent basis and to arrive/leave work based on the assigned work schedule.

Environmental: Typically, the incumbent may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, etc. These tasks are required less than 20% of the time. No special physical demands are required to perform the work.

Certifications: None