Assoc. II, Administrative Services

Job Description Role Summary

The Associate II, Administrative Assistant provides proactive, high-quality, flexible, and reliable administrative support to SCIS team members at Band 500 and below. This role assists with administrative functions relating to organization and communication across the team and ensures the efficient operation of the department and its team members. In addition to supporting the daily functions of the team, the role supports various department-related committees and meetings that enhance the department and further its goals.

• Manages calendars, prepares correspondence and reports, and reliably handles confidential and politically sensitive issues.
• Often serves as an initial point of contact for and liaison to outside visitors, clients, and vendors.
• Coordinates and performs multiple tasks while understanding the project principles and technical skills related to own work assignments.
• Prioritizes work activities with some supervision.
• Supports the use of Teams, SharePoint sites and department databases.
• Schedules interviews.
• Coordinate hiring and on-boarding of new hires.
• Handle resignations/off-boarding.
• SAP experience processing purchase orders, payment requests, and vendor add forms, as well as ability to run reports within SAP.
• Concur experience for processing expense reports.
• Communicates and interacts effectively with Our Company executives and internal/external clients both onsite and remotely to maintain workflow.
• Participates in special projects within the division or area with some supervision.
• Able to deal with difficult situations and people diplomatically and effectively.
• Experience scheduling complex travel arrangements, including multi-leg domestic and international travel.
• Experience with visa and passport processing.
• Experience with event planning and coordination.
• Extraordinary attention to detail.
• Outstanding communication and people skills.
• Experience with financial and budget tasks.
• Proactively takes initiative.

• Education Required:
  
  High School Diploma
• Preferred:
  Advanced education or certifications (e.g., Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification).

• 5+ years of administrative assistant experience.
• Advanced ability using Microsoft Office Suite (Outlook, Word, Excel, Power Point) and ability to operate other peripheral devices.
• SAP experience processing expense reports, purchase orders, payment requests, and vendor add forms, as well as ability to run reports within SAP.
• Ability to handle simultaneous assignments.
• Extraordinary attention to detail.
• Strong communication and people skills.
• Collaborative, adaptive, & flexible.

• Willingness and capability to explore and experiment with technology including, AI, data bases, etc., highly preferred.
• Event Planning/Coordination experience.
• Experience using databases and generating reports.
• Coordinating Travel, Domestic and International.

$68,000 - $107,000

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to relevant education, qualifications, certifications, experience, skills, geographic location, government requirements, and business or organizational needs.

The successful candidate will be eligible for annual bonus and long-term incentive, if applicable.

• medical, dental, vision healthcare and other insurance benefits (for employee and family)
• retirement benefits, including 401(k)
• paid holidays, vacation, and compassionate and sick days

• Email Management
• Interpersonal Relationship Management
• Inventory Management
• Multitasking
• Processing Expense Reports
• Project Coordination
• Project Prioritization Travel Coordination

• Technological Experience
• Technological Innovation

Our company is committed to…