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Administrative Staff Assistant

2 months ago

Trenton, United States Biogensys Full time
Job DescriptionJob Description

We are hiring an Administrative Staff Assistant for one of our clients in Trenton, NJ.

Job Description:

  • Under supervision, provides secretarial, administrative, and clerical support to the Ambassador Program Manager and Ambassadors in the Office of Minority and Multicultural Health.
  • Acts as principal assistant on administrative matters
  • Manage agendas, calendars, appointments, and travel plans for the Ambassador Program
  • Plans, schedules, and/or attends meetings and conferences, and when requested, prepares reports
  • Prepares and reviews routine correspondence, invoices, reports, and other communications for completeness and accuracy of information
  • Manage emails, letters, packages, phone calls, and other forms of correspondence
  • Create and maintain databases and filing systems, both electronic and physical files; create and send requests for materials
  • Coordinate activities throughout the program or administrative unit to ensure efficiency and compliance with the department's policies.
  • Monitor office supplies and order new stationery and electronics as required for the Ambassador Program, in collaboration with OMMH's Administrative Assistant.
  • Report office progress to senior management and work with them to improve office operations and procedures.
  • Assist in the submission of reports and preparation of proposals and presentations as needed for the Ambassador Program
  • Reviews inquiries and responds with the necessary technical information and assistance in a prompt manner
  • Maintains liaison with other organizational units that provide support services, such as data processing, accounting, purchasing, printing, and personnel
  • Performs office operations including clerical work, internal reporting systems, forms, space, and office equipment; and suggests methods for office improvements.
  • Assists with the collection of data, and administrative reports in support of Ambassador program activities, including time and attendance records.
  • Investigates administrative problems and makes recommendations for solutions
  • Interprets administrative regulations and policies as required within the department or division.

Skills required:

  • Will be required to know and/or learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units, such as but not limited to MS Word, Excel, PowerPoint, Outlook, MS Teams Meetings, Zoom Meetings. Proficiency in English language (written and verbal).

Education required:

  • Minimum, high school diploma or GED.
  • Preference will be given to graduates or current students from accredited colleges or universities and those who demonstrate strong organizational, written, and verbal communication skills.

Experience required:

  • One (1) year of experience in a business or government agency providing administrative support services and/or coordinating work activities.

Work hours:

  • 9am-5pm
  • Lunch period: 1 hour

Additional information:

  • Work from Office or Remote: Hybrid

Payrate: $26.36/hour on W2