Administrator

Administrative Support Specialist

Duration: 5.2026 to 11.2026 (with possibility for extension) Work hours: 40 hrs/week

Overview: As a key member of the administrative team, you'll provide essential support and business solutions to enable on-site and remote staff to excel. Your responsibilities will include handling a range of routine to moderately complex tasks, tracking action items, and making day-to-day decisions in a fast-paced environment. You'll leverage your analytical skills to streamline processes and implement divisional policies. Working under general direction, you'll proactively resolve issues efficiently and professionally, using strong communication skills to ensure smooth team coordination.

Responsibilities:

• Serve as liaison between Human Resources and Division Management to facilitate and follow up on routine personnel actions, including recruitment, hires, terminations, promotions, and affiliate processing.
• Advise supervisors and hiring managers on processes and required documentation.
• Assist with assembling and securing approvals for hire and promotion cases.
• Coordinate the performance review process.
• Serve as work lead for administrative support staff on administrative functions and/or projects.
• Compose moderately complex and/or sensitive business correspondence, including synthesizing and summarizing information from a variety of sources.
• Serve as point of contact for the Division Director.
• Manage calendar, independently schedule and prioritize meetings.
• Assess, prioritize, track, and determine appropriate action on various requests and inquiries, ensuring timely completion.
• Proactively track, plan, and prepare for recurring processes and events.
• Generate reports using the Financial Management System and collaborate with the Financial Analyst to implement transactions as needed.
• Provide high-level administrative support for proposal development.
• Lead recurring and special events plan, develop, coordinate, and oversee logistics and budgets for complex meetings, reviews, and events while ensuring compliance with applicable policies and procedures.
• Design and prepare presentations and presentation materials.
• Serve as the Division's specialist in processing requisitions for various types of contract structures for consultant services.
• Research, analyze, interpret, and implement organizational policies, practices, and procedures relating to administrative activities. Disseminate information and policy changes to administrative staff and Division management, and provide policy interpretation as needed.
• Develop, manage, and maintain content on the Division website and social media pages.

Qualifications:

• BA/BS desired. 0-4 years related significant experience or combination thereof.
• Proven experience in delivering administrative support, encompassing email correspondence, calendar management, scheduling, travel coordination, expense reports, meeting planning, project coordination, data management, report generation, procurement contract administration, and navigating complex computerized systems.
• Proficiency in using cloud-based software platforms and applications, including MS Office Suite, Google Applications Suite, ServiceNow, Adobe Acrobat, Confluence, Jira, and Zoom video conferencing on Mac or PC platforms. Knowledge, Skills & Abilities
• Demonstrated written communication skills with a history of producing professional, error-free emails, documents, reports, and presentations.
• Exceptional organizational skills, with the ability to manage competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.
• Proven interpersonal skills, including maintaining professionalism, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally.
• Ability to work independently, proactively, and collaboratively in a team-oriented environment.
• Outstanding customer-focused administrative support characterized by diplomatic and professional interactions with internal and external customers.
• Capacity to anticipate and identify service needs, independently develop solutions, and recommend process improvements.
• Proficiency in communication, both verbal and written. Ability to actively listen and ask questions to obtain the information needed.
• Ability to follow, analyze, and interpret complicated policies and procedures in a timely, careful, and efficient manner.