Administrative Specialist

Job Summary

Performs a variety of administrative and office support duties. Position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting/referring/assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting, and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Reporting to the Senior Project Manager within the Account Development and Sales team, part of the Strategy and Resource Mobilization (SRM) department, the Administrative Associate III will provide operational and administrative support across the department, helping to ensure the efficient coordination of day-to-day activities and key business processes. Positions may serve as the primary staff assistant to a department or manager. At the advanced level, may serve as a lead worker or may provide supervision to other employees.

Note: This position typically supports a large/complex-level size project/department, provides support to multiple teams/departments or is part of an administrative staff in support of a large/highly complexed project team/department.

Accountabilities:

• Performs advanced level administrative tasks.

• Serves as the primary point of contact for input from internal and external contacts.

• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail

• Coordinate Business Unit organizational team meetings, BU Leadership Team meetings, secure facilities, prepare agenda, coordinate speakers, record meeting notes, etc.

• Ensure that communications are promptly and accurately dispatched.

• Takes messages or fields/answers routine and non- routine questions.

• Works in cooperation with other Administrative Associates to cover phones.

• Responsible for the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.

• Responds to staff requests for administrative support as needed.

• Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.

• Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.

• Communicates with both internal and external personnel as required.

• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.

• Performs desktop publishing, creates and develops visual presentations

• Establishes, develops, maintains and updates library of trade journals and magazines.

• Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for members of the department.

• Works independently or as a member of a team on special and ongoing projects.

• Acts as a liaison with other departments and outside agencies, including senior/executive management.

• Handles confidential and non-routine information and explains departmental policies when necessary.

• Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.

• Proofreads copy for spelling, grammar, and layout, making appropriate changes.

• Schedules and arranges meetings and conferences for management.

• Prepares agendas, notices, minutes, and resolutions for corporate meetings.

• Assist with coordination of meetings, facilities planning and logistics required.

• Takes minutes, prepare, and distribute to appropriate staff.

• Coordinates special projects, at the request of management, which may include planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.

• Supports management in maintenance of the department finances.

• Coordinates set-up, invoicing, and payment for third party suppliers and outside vendors.

• Maintains various databases and spreadsheet files as requested by management.

• Assigns work/task responsibilities for projects as directed by management.

• Assists with the gathering, compiling and evaluation of project due diligence data.

• Familiar with departmental guidelines.

• Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.

• Maintains of library and classification and filing of new items.

Applied Knowledge & Skills:

• Demonstrates in-depth understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.

• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.

• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.

• In-depth understanding of software used to perform day-to-day functions.

• Uses office software programs, information systems, and office equipment to access, input, and verify standard information.

• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.

• Utilizes program specific terminology.

Problem Solving & Impact:

• Resolves and/or develops recommendations for issues and problems having broad impact.

• Problem resolution may require some analysis of policy and procedures.

• Serves as a resource to others in resolving non-standard issues and problems.

• Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve.

Supervision Given/Received:

• Limited supervision.

• May coordinate workload with other support staff across department(s).

• No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.

• Contacts are frequent with individuals representing other departments, and/or representing outside organizations.

• Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive nature.

Education:

• Associates Degree or International Equivalent in Business Administration or Related Field.

• Bachelor's Degree preferred.

Experience:

• Typically requires a minimum of 5+ years of relevant experience.

• Experience in monitoring the use of expenditures to meet organizational objectives and compliance.

• Knowledge of preparing and executing contracts for consultants a plus but not required.

• Experience using Deltek and/or Costpoint preferred.

• Science or health-related field experience preferred.

Typical Physical Demands:

• Typical office environment.

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

• Ability to sit and stand for extended periods of time.

• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

The expected US Based hiring salary range for this role is listed below. Candidates FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget. For internal candidates, salary placement will also follow FHI 360's current promotional increase guidelines. Final compensation will be determined in accordance with applicable law and FHI 360 policy.

Base salary is only one component of our offer. FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

US Based Hiring Salary Range: USD 55,000 - 65,000

International hiring ranges will differ based on location"

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding:FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants' previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant's tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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