Career Services Job Opportunities
OFFICE ADMINSTRATOR ASSISTANT JOB ID# 185047
Description: The primary role of the Office Administrator Assistant working under the direction of the Deputy Executive Director will provide support for the following. • Onboarding support: Work closely with the PMO team for tracking candidates in a database, setting up job profiles, onboarding/off boarding, and staff changes. • Management Reporting: Create and maintain various tracking and status reports using excel. • Meeting Preparation: Preparation for daily operational and project meetings as necessary. Documenting minutes and follow up tasks for all internal meetings as well as external vendor meetings. • Meeting and Interview Scheduling: Will organize and schedule meetings and interviews internal and outside vendors per request of area managers. Follow up with attendees to determine viable meeting windows when schedules are tight or prohibitive. • Interoffice Mail Management: Will ensure that documents are sent to 4th floor and routed as necessary. Will sort mail into mailboxes and distribute to office managers as directed. • Payroll Distribution: Will serve as a payroll distribution point and comply with all agency policies in doing so. Individual will pick up checks / stubs from Payroll unit and bring them to financial Systems team. Will be expected to notify Financial systems staff when and where to pick up checks. • Office Supplies management: Admin will ensure that adequate levels of office supplies are available on the floor and coordinate replenishment when supplies run short. Individual will be expected to fill out purchasing forms. • Requests from area leads: As directed by division manager, admin will allocate time to ad-hoc requests from infrastructure, business and test areas. Admin will estimate amount or time for tasks, determine impact to other division manager assigned tasks and communicate impact to ability to execute previously discussed tasks. Coordinate with outside vendors when needed. • Ad Hoc Tasks: As necessary, the individual will participate in unplanned ad hoc tracking, administrative, and logistical tasks. This may include, but is not limited to planning for an offsite mtgs, faxes to vendors.