Administrative Operations Coordinator

2 weeks ago

Washington, United States All Native Group Full time

Overview:

All Native Group is in search of an Operations Support Specialist to deliver essential administrative assistance to the Bureau of Medicine. This role involves performing critical and advanced administrative tasks that support program management, aiming to ensure the efficient provision of services. The ideal candidate will demonstrate proactive problem-solving abilities and exercise sound judgment that aligns with the leadership's vision and objectives. The administrative responsibilities encompass a variety of tasks ranging from basic to complex, including filing, organizing schedules and travel arrangements, maintaining inventory, tracking case referrals, ensuring documentation completeness, conducting basic data analysis, and managing various data in spreadsheets. Exceptional communication skills, characterized by compassion, tact, and diplomacy, are vital. The position requires maintaining a leadership-informed, responsive approach to daily program operations.

Key Responsibilities:

  • Effective Communication: Communicates through various channels in a grammatically correct, concise, and clear manner, including correspondence such as emails and memorandums, and in-person or remote interactions with clients. Prepares briefings and drafts reports or summaries on current program issues.
  • Office Management: Oversees inventory of office supplies and psychological testing materials, generates and tracks work orders, and manages IT service requests. Ensures comprehensive onboarding for new employees, including account setups and checklist completions. Coordinates staff travel and maintains a program office calendar to track actions and deadlines.
  • Information Management: Manages the transition from paper records to electronic formats, ensuring an organized and secure electronic filing system that is accessible to authorized personnel. Regularly evaluates the filing system for accuracy and updates.
  • Data Management: Collaborates closely with program management to maintain productivity metrics and track case referrals using Microsoft Excel, ensuring all documentation is thorough and accurate.
  • Budget Oversight: Collects and organizes budgetary information, including costs and fees, and liaises with vendors for quotes and invoices.

Qualifications:

  • Minimum of 2 years of relevant experience in administrative or operational support roles.
  • A High School diploma or equivalent is required; an Associate's or Bachelor's degree is preferred.
  • Must possess or be able to obtain a SECRET security clearance.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office technology.
  • Strong written and verbal communication skills, along with excellent interpersonal and critical thinking abilities.
  • Ability to foster a collaborative team environment.

Work Environment:
This position operates within a professional office setting, utilizing standard office equipment such as computers, phones, and photocopiers. The role requires the ability to remain stationary for extended periods and occasionally move around the office.

Physical Requirements:
The physical demands include remaining in a stationary position for a significant portion of the workday, operating office machinery, and communicating effectively with colleagues.

Additional Information:
All Native Group is an equal opportunity employer, welcoming applicants from diverse backgrounds without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. Preference may be given to individuals of Indian descent in accordance with applicable laws.

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