Korean Bilingual Safety Affair​/Administrative Specialist

Administrative Specialist

General Description:

An Administrative Specialist performs assist level office support duties and provides specialized program support for an administrative department, college, or program.

• Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.), explain policies, answer questions, and independently resolve problems whenever feasible.
• Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements; these responsibilities may include creating basic web content.
• Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.
• Perform basic statistical calculations on data for reports and presentations.
• Plan, prioritize and schedule meetings and appointments for Directors and other management.
• Make decisions on a daily basis regarding calendars.
• Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts.
• Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines.
• Support purchasing requirements for department: researching items and obtaining price quotes, entering information into the systems, receiving purchase orders, and maintaining P‑Card information as required.
• Support human resource and payroll processes as a primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements.
• Arrange and coordinate travel and travel reimbursement for staff.
• Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records.
• Perform other administrative duties as required to support the mission and function of the unit.
• Prepare and maintain maintenance related documents; daily report and check sheet.

Working schedule can be changes – Day time or Night time. Employees may be required to work beyond standard hours. Flexible work with weekend if possible (Additional allowance $350.00/ per day).

• An Associate's degree in office administration or a related field may be preferred.
• 0-1 years of experience for entry‑level positions.
• Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel.
• Experience using business email services, such as Microsoft Outlook.
• Previous experience with, or an ability to learn to use common office equipment, such as modern phone systems, fax machines, and copy machines.
• Comfort multitasking and handling multiple requests from different individuals and departments.
• Ability to work quickly and in a potentially high‑stress environment.
• Strong communication skills and extremely self‑motivated when managing communication channels.
• Highly organized and capable of creating organizational systems that others easily utilize.
• Must have the following competencies:
  Analytical thinker, Problem Solver, Decision Maker, Excellent time management/Resource management, Organized planner, Attention to detail, Results oriented, Takes initiative, Development of others/Teamwork, Innovative/Creative, Build Relationships/Client Focused, Service Minded, Self‑motivated, responsible in work, Positive mindset and active personality, Great interpersonal skills/Communicator.