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Administrative Coordinator II
2 months ago
The Administrative Support Specialist II plays a crucial role in providing organizational and administrative assistance, along with the coordination and scheduling of activities for the NICHD animal research program. This position also serves as the Office Administrator.
Performance Standards:
Maintain performance levels that align with company standards for the LARC 1 contract.
Qualifications:
Education:
A High School diploma or General Education Degree (GED) is mandatory.
Experience:
A minimum of two years in a related administrative capacity is required.
Certification:
AALAS certification is not necessary; however, a valid driver's license is required.
Software Proficiency:
Familiarity with Microsoft Office applications, including Word, PowerPoint, and Excel, is essential.
Key Responsibilities:
1. Manage calendars, schedule appointments, and maintain a central calendar for significant group project deadlines.
2. Oversee relevant email lists and ensure effective communication.
3. Sort and distribute incoming mail and packages, including preparation for shipping and FedEx requests.
4. Handle telephone inquiries, take comprehensive messages, assess call urgency, and direct callers appropriately.
5. Facilitate conference calls and welcome visitors, ensuring they are connected with the right personnel.
6. Conduct data entry tasks, demonstrating proficiency in Outlook, databases, spreadsheets (Excel), word processing (Word), and presentation software (PowerPoint, Adobe).
7. Assist Project Managers and the Operations Manager in preparing deliverables as assigned.
8. Maintain organized files for LARC 1 non-procurement paperwork and ensure all protocols are current.
9. File and route ASPs (both electronic and hard copy) while ensuring timely reviews by relevant staff.
10. Support property management for non-consumable equipment and supplies.
11. Generate meeting minutes and distribute them to appropriate parties.
12. Coordinate requests for animal shipping and receiving.
13. Perform light housekeeping duties in various office areas as needed.
14. Adhere to all SOPs and quality assurance standards relevant to the role.
15. Maintain contract-related documentation, including photo boards, effort tracking, and supply logs.
16. Ensure consistent attendance and adherence to the work schedule to fulfill assigned responsibilities.
17. Uphold a positive work environment and maintain a constructive attitude.
Work Schedule:
Standard work hours consist of a forty (40) hour workweek, with specific start and end times determined by contract requirements. Routine hours are typically between 7:00 am and 4:30 pm, subject to the institutional research schedule. Reliability in attendance is crucial, and occasional overtime may be necessary to meet client and research demands.
Work Environment:
While performing the duties of this position, the employee will primarily engage with a computer and typing tasks. There may be infrequent exposure to aquatic laboratory animals and conditions that could include humidity, fumes, or airborne particles. The noise level in the work environment is generally low.
