Administrative Support Specialist
2 days ago
The Administrative & HR Support Specialist plays a vital role in providing support to the Director of Finance and Human Resources, ensuring seamless office coordination and HR operations. This dynamic role demands proficiency in HR functions, office management, and project coordination, as well as experience with procurement processes like Requests for Bids (RFB), Requests for Quotes (RFQ), and Requests for Proposals (RFP). The ideal candidate is organized, detail-oriented, and proficient in Office 365, including SharePoint, with a knack for administrative tools. Additionally, a strong ability to research and implement AI solutions for enhancing efficiency and accuracy across HR, office management, finance, and grant management processes is highly desired.
Key ResponsibilitiesHuman Resources Support- Assist the Director of HR with day-to-day HR operations, including maintaining employee records, tracking time off, and updating internal databases (e.g., performance reviews, training records).
- Serve as the point of contact for basic HR inquiries, routing questions or concerns to the appropriate personnel when necessary.
- Coordinate and schedule interviews, meetings, and training sessions, ensuring appropriate logistics are in place (e.g., room booking, technology setup).
- Onboard new employees, including preparing documentation, coordinating orientation sessions, and managing access to systems (e.g., SharePoint).
- Assist in organizing employee engagement activities and HR-related events, such as team-building exercises, workshops, and annual reviews.
- Research and implement AI solutions to expedite HR processes and improve accuracy in routine tasks such as data entry, reporting, and document management.
- Assist in the development, review, and updating of HR policies and procedures to ensure compliance with applicable laws and regulations while aligning with organizational objectives.
- Monitor and stay informed on current HR laws, regulations, and compliance requirements at the local, state, and federal levels.
- Manage office supplies inventory, ensuring stock levels are maintained, and coordinate orders as necessary.
- Liaise with outside vendors and service providers under contract, ensuring timely delivery of services and resolving any issues that arise.
- Coordinate and facilitate office meetings, events, and conferences, including logistics such as booking rooms, catering, and organizing materials.
- Serve as the main point of contact for office equipment maintenance and repairs (e.g., printers, IT support).
- Maintain and organize office documentation using SharePoint, ensuring that all important documents are properly stored, accessible, and up to date.
- Ensure office facilities are running efficiently, identifying any needs for improvement or repair and coordinating with vendors or internal teams to address them.
- Assist other directors with special projects as needed, providing administrative and logistical support, tracking project timelines, and ensuring deadlines are met.
- Support cross-departmental initiatives by coordinating resources, preparing documentation, and communicating with key stakeholders to ensure projects are on track.
- Provide basic SharePoint support to directors and staff, helping manage and organize shared resources and project-related documentation.
- Support the research, development, and integration of AI solutions to enhance efficiency and accuracy in project management, financial oversight, and grant management tasks.
- Serve as the primary point of contact for initiating and managing procurement processes, including Requests for Bids (RFB), Requests for Quotes (RFQ), and Requests for Proposals (RFP).
- Prepare and distribute procurement documents, ensuring compliance with internal policies and external regulations.
- Track and manage bid submissions, responses, and timelines, ensuring that all procurement processes are completed accurately and on schedule.
- Collaborate with directors and relevant stakeholders to define requirements, coordinate bid evaluations, and communicate results to vendors and internal teams.
- Ensure thorough documentation of the procurement process and maintain organized records for audit purposes.
Education and Experience
- 2-year degree from an accredited institution of higher education is desired but not required.
- Minimum of 2-years prior experience in an administrative, HR, or office coordination role required.
- Demonstrates a high level of integrity and discretion in managing sensitive information.
- Prior experience with the Request for Bids (RFB), Request for Quotes (RFQ), and Request for Proposals (RFP) processes.
- Strong proficiency with SharePoint for document management and collaboration.
- Strong proficiency with Microsoft Office 365 apps.
- Proficiency in researching and implementing AI solutions to streamline processes and improve accuracy in HR, office management, financial, and grant management tasks.
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