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Office Operations Coordinator
2 months ago
At Chickasaw Nation Industries, we are dedicated to fostering a workplace where our employees are passionate about their contributions. We prioritize customer focus and commitment in all our endeavors.
POSITION SUMMARY
The Administrative Specialist is essential in facilitating the operations of the United States Agency for International Development's (USAID) Office of Civil Rights (OCR), specifically within the Strategic Program Operations (SPO) Division.
Located in the Washington, DC area, this role acts as a crucial liaison for Bureau personnel, both in the capital and in remote locations, ensuring efficient administrative processes and adherence to regulations.
This position encompasses various responsibilities, including managing space logistics, travel arrangements, procurement of necessary supplies, human resources functions, performance oversight, and security protocols. A significant aspect of the role involves detailed notetaking for employees requiring assistance during travel or virtual assignments.
KEY RESPONSIBILITIES
Administrative Support
Under the guidance of a supervisor, the Administrative Specialist will execute and oversee established administrative protocols for an organization with defined operational requirements. This includes:
- Implementing administrative policies and maintaining diverse systems.
- Facilitating travel requests through the E2 travel system.
- Participating in meetings, managing calendars, and documenting discussions for staff requiring support.
- Drafting correspondence, reports, and recommendations related to disability employment initiatives.
Coordination of Supplies and Office Logistics
This role involves assisting in the management of administrative tasks associated with supplies, property oversight, and office relocations, including:
- Establishing systems for tracking the procurement and utilization of supplies.
- Coordinating office relocations and improvements in collaboration with other departments.
- Providing management with recommendations to optimize resource use.
Facility and Supply Management
The Administrative Specialist will oversee basic requirements for managing office services and supplies, which includes:
- Addressing operational needs such as utilities and telecommunications.
- Conducting safety evaluations and ensuring compliance with safety standards.
- Maintaining CPR certification to respond to medical emergencies.
Administrative Program Planning
This position supports organizational planning by:
- Performing liaison tasks to facilitate program analysis.
- Monitoring financial expenditures and preparing necessary documentation.
- Compiling reports and statistical data for ongoing planning efforts.
EDUCATION AND EXPERIENCE
A Bachelor's degree along with a minimum of five years of relevant experience, or an equivalent combination of education and experience, is required.
SKILLS AND QUALIFICATIONS
The ideal candidate will possess:
- In-depth knowledge of administrative management principles.
- Strong verbal and written communication skills.
- Excellent organizational abilities to manage multiple tasks.
- Analytical skills for interpreting policies and data.
- Proficiency in office software and Google tools.
This job description is intended to provide a general overview of the position and is not exhaustive of all responsibilities and tasks that may be assigned.
