Administrative Assistant I, Education and Public Engagement

Administrative Northern Virginia, Virginia Washington, D.C., District Of Columbia


Description

JOB DESCRIPTION

Education and Public Engagement
Part-time Administrative Assistant I

October 2020

 

 Part-time Administrative Assistant I, Education and Public Engagement

 

Associated Universities, Inc. (AUI)

Job Title: Part-time Administrative Assistant I; Education and Public Engagement 

Reports to:  Timothy Spuck

Department: AUI

Job Status: Regular part-time 

Grade/Level:   

FLSA Status:  Non-Exempt

Work Schedule:  Varied

Amount of Travel Required: Minimal

Positions Supervised:

N/A

 

Position Description

Associated Universities, Inc. (AUI) is pleased to announce an exciting opportunity for a part-time Administrative Assistant to provide a variety of functions within the Education and Public Engagement (EPE) Programs.

 

About AUI

At AUI, we collaborate with the scientific community to plan, build, and operate cutting-edge facilities. In short, we make scientific breakthroughs possible. We provide leadership across many disciplines enabling Nobel prize winning science, by providing the world’s greatest minds access to our nation’s greatest research assets. As a non-profit, we work to serve the public good, share our discoveries through educational programs, provide eLearning opportunities, and through our cybersecurity center, Woodstar Labs, we work towards creating a more secure and resilient power grids and safeguard our election infrastructure. We convene policy experts and build communities to tackle problems beyond the reach of any singular institution. Every career opportunity at AUI enables scientific breakthroughs and greater public service.

 

 

Position Summary

The individual filling this position will bring a high level of professionalism and positivity and is proactive in how they provide exceptional support to internal and external clients  It is important to note that this role will require flexibility where hours will vary and/or fluctuate based on need within a normal 8-5pm business day. In establishing a schedule, we will work to best meet the needs of both AUI and the employee, including virtual work as appropriate.

 

KEY DUTIES & RESPONSIBILITIES

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Key responsibilities and duties will include, but are not limited to:

  • Manages calendar(s) for a supervisor or manager within a department or division.
  • Coordinates registrations and travel logistics; submits travel authorizations and travel reimbursement requests for EPE personnel and project participants.
  • Coordinates and assists with onsite and offsite meeting and events logistics, ensuring appropriate meeting times; includes securing rooms, arranging for catering, supplies, etc.
  • Organize conference room scheduling, equipment, and prep for other meetings. Compose and Manages the reception area and shared work areas and looks after visitors.
  • Attend various meetings to take notes and prepare and disseminate meeting minutes
  • May be asked to attend workshops and conferences as needed.
  • Compose and proofreads communications, e.g., business letters, emails, and reports.
  • Manages outgoing post and records data on special deliveries proofreads communications, e.g., business letters, emails, and reports.
  • Enters purchase requisitions, gathering supporting documents, and monitors purchase orders.
  • Assists with preparation of contractor and new project gating documents.
  • Assist with EPE social media activities
  • Works with both the administrative support team and executive assistants to handle requests between departments, senior and executive management.
  • From time to time may fill in for other administrative support staff on a limited basis, which includes, but is not limited to, answering phone calls and transferring when necessary and assisting with special projects as needed.
  • May be required to provide multi-site support, which may include limited travel between the V.A. office and D.C. Corporate Office.
  • Other duties as assigned. 

 

 

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Position Requirements

Minimum Education

Associate degree (A.A.) or equivalent from two-year college or technical school in administration, or an equivalent combination of education and experience.

 

Minimum Experience

A minimum of one-year of experience in an administrative support capacity, or comparable experience. Working knowledge of administration practices, and experience in high-level administrative support.

 

Physical Conditions/Nature of Work:

 

While performing the duties of this job, the employee typically sits at a desk, uses a personal computer, telephone, photocopier, facsimile, and other standard office equipment. The employee may occasionally lift, and/or move up to 50 pounds. The employee frequently is required to communicate in person, by electronic mail, and by telephone. Specific vision abilities required by this job include close vision and ability to adjust focus. 

 

Computer Skills:

Proficient in Microsoft Office suite with demonstrated efficiency in Outlook, Excel, PowerPoint and Word; Adobe, SharePoint, ZoomMeeting, Microsoft Teams, web-based and cloud-based applications, and accounting software (e.g., JDE, Deltek) experience would be helpful. 

 

Competency Summary

  • Excellent communication, organization and customer service skills.
  • Ability to multitask is essential.
  • Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques.
  • Thorough knowledge of business English and spelling.
  • Thorough knowledge of personal computers, including word processing and spreadsheet software and the Internet.
  • Ability to establish and maintain effective working relationships with other employees and the public; ability to understand and follow oral and written instruction;
  • Ability to organize and perform work independently in the absence of specific instructions.
  • Common sense, good judgment and dependability.
  • Initiative, with strong problem-solving skills, and enthusiasm
  • Highly proficient in spoken and written English.
  • Knowledge of Spanish would be very useful.