This position is characterized by the performance of a variety of administrative and office support duties. Positions require knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information , greeting/referring/assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Positions may serve as the primary staff assistant to a department or manager. At the advanced level, may serve as a lead worker or may provide supervision to other employees.
- Answers phones.
- Takes messages or fields/answers routine and non- routine questions.
- Provides information to callers.
- Works in cooperation with other Administrative Associates to cover phones.
- Provides administrative support to staff for copying, faxing and large- scale mailings..
- Responds to staff requests for administrative support as needed.
- Sets up and maintain files, prepares reports, presentations and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
- Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
- Schedules meetings and meeting arrangements.
- Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
- Communicates with both internal and external personnel as required.
- Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
- Assignments vary based on department and/or functional area.
- May handle special projects and execute research and data analysis tasks,
- Organizes and prioritizes large volumes of information and calls.
- Performs desktop publishing. Creates and develops visual presentations.
- Establishes, develops, maintains and updates filing system.
- Retrieves information from files when needed.
- Establishes, develops, maintains and updates library of trade journals and magazines.
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department.
- Arranges complex and detailed travel plans and itineraries.
- Compiles documents for travel- related meetings.
- Processes travel expense forms.
- Compiles data and prepares reports.
- Drafts written responses or replies by phone or e-mail when necessary for staff members, as requested.
- Responds to regularly occurring requests for information.
- Works independently or as a member of a team on special and ongoing projects.
- Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, Presidents, and Senior Vice Presidents.
- Handles confidential and non-routine information and explains departmental policies when necessary.
Applied Knowledge & Skills:
- Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
- Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
- Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
- Understands software used to perform day-to-day functions.
- Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
- Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
- Utilizes program specific terminology.
- Gathers readily available information from office records to drafts e-mails, memos and other documents.
- Proofreads documents for grammar, spelling, punctuation, and basic formatting.
- Provides answers to requests for general information.
- Records and documents information accurately.
Problem Solving & Impact:
- Recognizes, defines and resolves non-standard problems using operating procedures, practices and established precedents.
- Resolves recurring issues and problems as well as some unique situations.
- Anticipates problems and develops recommendations for management resolution.
- Errors may be detected and corrected but may cause moderate loss of time or customer/user dissatisfaction.
- General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
- Contacts are typically with individuals within own department and with contacts outside own organization.
- Contacts involve obtaining or providing information or data requiring some explanation or interpretation.
- Associates Degree or International Equivalent in Business Administration or Related Field.
- 3 – 5 Years of related experience.
- Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
- Work requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Typical Physical Demands:
- Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.
Technology to be Used:
- Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.
- Less than 10%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package , professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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