Administrative Analyst

Want to be a part of something bigger than yourself? To contribute to a team making moves on a global scale? Then you’re invited to join the team that lives the So Cal, So Easy vibe. The phenomenal team works daily to connect people, places and create experiences for the millions of passengers traveling through Southern California’s Ontario International Airport (ONT). ONT is looking for people who think outside of the box, who get excited about the possibilities, and who want to continue paving the way for the fastest growing airport in the U.S. If you want to be a part of a vibrant team making world-class moves, and contribute to shaping the future of this airport, region and industry, then look no further. #ThisisONT. Join our Operations & Maintenance Department as an Administrative Analyst I, where you will be crucial in enhancing our operational efficiency. In this newly established role, you will lead the development of essential Operations Standard Operating Procedures (SOPs) and comprehensive operational manuals. We are looking for an analytical, organized, and self-motivated individual who thrives in dynamic environments. Your ability to work independently while collaborating with our team will be vital as you help us create effective processes. This position is perfect for someone with a background in administrative support and process management, eager to make a significant impact on our ambitious projects. If you are ready to contribute to building a robust operational framework, we would love to hear from you! COMPENSATION COMPENSATION $78,000 - $89,000 annual salary + a generous benefits package to include medical, dental, vision and 10% employer paid 401A through VOYA Financial. *Hiring Salary Range: $78,000 - $83,500 annual salary (starting salary will be within this range based upon qualifications) SUMMARY The Administrative Analyst I provides comprehensive executive and administrative support to the Operations & Maintenance Department. Reporting directly to the SVP of Operations & Maintenance, this role is pivotal in facilitating smooth departmental operations through effective coordination and management of various tasks. JOB RESPONSIBILITIES Important and essential duties may include, but are not limited to the following: Executive Administrative Support Manage executive calendars, schedule meetings, and coordinate travel arrangements for the Operations & Maintenance Department. Prepare and maintain correspondence and records, including financial documentation and purchasing processes. Reconcile corporate credit card expenses and handle confidential information. Support day-to-day administrative functions to ensure operational efficiency. Administrative Coordination and Project Support Provide coordination for departmental meetings, events, and operational initiatives. Prepare agendas, meeting packets, executive presentations, and reports. Coordinate logistics, such as attendees, catering, and facilities for meetings. Document meeting outcomes and track action items, ensuring follow-up on assignments. Facilitate communication with internal departments, contractors, consultants, and regulatory agencies. Documentation Governance and Process Management Develop and maintain departmental Standard Operating Procedures (SOPs), workflows, and operational documentation. Ensure document standards, version control, and review schedules are upheld. Maintain documentation repositories that support regulatory compliance and operational consistency. Process Improvement and Business Analysis Evaluate administrative and operational workflows to identify opportunities for improved efficiency. Analyze existing business processes and document current and future state workflows. Support the implementation of approved process improvements and develop performance measures. Training, Communications & Change Management Support Develop communications, training materials, and user documentation for new procedures and initiatives. Coordinate implementation activities and assist with change management efforts. Maintain training documentation and support user adoption of new processes to ensure successful implementation of departmental initiatives. PROFILE OF THE IDEAL CANDIDATE Relevant Experience: Demonstrates a strong background in administrative and operational support, with a proven track record in areas such as executive support, project coordination, and process management. Proactive and Organized: Possesses the ability to think proactively and prioritize tasks effectively to meet deadlines, ensuring smooth operations and efficient workflow. Communication Skills: Exhibits strong written and oral communication skills, essential for preparing reports, documentation, and providing clear information to stakeholders. Customer Service Orientation: Maintains outstanding customer service skills, fostering positive relationships with internal departments, contractors, and external partners. Adaptability in High-Pressure Situations: Capable of effectively prioritizing and executing tasks in a fast-paced environment while maintaining attention to detail. Understanding of Operations: Familiarity with departmental processes, procedures, and the regulatory environment, ensuring compliance and operational consistency. Instructional Skills: Ability to develop, follow, and communicate both written and oral instructions clearly, facilitating training and knowledge transfer. Analytical Proficiency: Skilled in evaluating processes and preparing clear, concise reports to support decision-making and operational improvements. Interpersonal Skills: Able to interact effectively and courteously with employees, management, and external stakeholders, demonstrating professionalism in all communications. Collaborative Team Player: Works well independently or as part of a team, contributing to departmental initiatives and projects. Technical Proficiency: Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), with the ability to utilize technology for documentation and analysis. Commitment to Core Values: Consistently demonstrates the core values of the organization, contributing positively to the workplace culture and operational goals. MINIMUM QUALIFICATIONS Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position. Bachelor’s degree in Business Administration, Business Operations, or similar field Three (3) years of administrative experience, preferably in a corporate or operational environment, including experience in developing and managing extensive documentation projects Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management software Strong organizational skills with the ability to manage multiple tasks and projects simultaneously. Excellent verbal and written communication skills. Ability to handle confidential information with discretion. LICENSES / CERTIFICATION Valid Driver’s License equivalent to a California Class C Driver’s License Ability to pass all background / reference checks, knowledge examinations, as well as aptitude tests necessary to obtain an OIAA employee badge at ONT PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Finger dexterity to utilize a keyboard to input information on a computer Ability to lift and carry files, mail and other media weighing up to twenty-five (25) pounds up to a distance of approximately 20 feet WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Climate controlled office environment Passenger airline terminals including operations areas not open to the public This is an at-will, exempt position. Only a valid and properly executed employment agreement may alter status as an at-will employee. Verbal contracts are not valid. The employment relationship may be terminated at the will of either party upon notice to the other. As an at-will employee, there would not be an established property interest in continued employment with OIAA. ADDITIONAL INFORMATION Candidates who successfully complete all phases of the selection process will be placed on an eligibility list. Current and future vacancies will be filled from this list. Lists typically last for 6 months but may be extended or abolished based upon the needs of the Ontario International Airport Authority (OIAA). The OIAA encourages applications from qualified individuals with disabilities as defined by the Americans with Disabilities Act and the Fair Employment and Housing Act. Individuals who require a reasonable accommodation to participate in any phase of the selection process must make such a request during the application process. Applicants with disabilities that affect sensory, manual, or speaking skills may be provided with a test in a format that does not require the use of the impaired skill. Persons requesting reasonable accommodation will be required to provide documentation of such a need. The OIAA supports a Drug-Free Workplace. The pre-employment physical may include a drug screen where permitted by law. Successful candidates shall be required to complete a verification form designated by the Department of Homeland Security United States Citizenship and Immigration Services that certifies eligibility for employment in the United States of America. All potential employees are required to pass a fingerprint review and may be required to pass a pre-employment physical examination prior to appointment. Employees are required to successfully complete all background / reference checks, knowledge examinations, as well as aptitude tests necessary to obtain an OIAA employee badge at ONT. The provisions of this bulletin do not constitute a contract expressed or implied and any provisions contained in this posting may be modified or revoked without notice. If applicable, official college transcripts may be required prior to receiving an offer of employment. Thank you for your interest in employment with the Ontario International Airport Authority (OIAA). Our phenomenal team works daily to connect people, places and create experiences for millions of travelers who enjoy Southern California’s Ontario International Airport. The City of Ontario and San Bernardino County formed the OIAA in August 2012 by enacting a Joint Powers Agreement. The OIAA provides overall direction for the management, operations, development, and marketing of Ontario International Airport (ONT), for the benefit of the Southern California economy and the residents of the airport's four-county catchment area. ONT is one of Southern California's busiest airports in terms of passenger and air cargo traffic, and the region's only major commercial airport with significant acreage of developable real estate and significant airfield and terminal capacity for future passenger and cargo traffic growth. Perhaps most important, ONT is one of just two airports in the region that can accommodate widebody, long-haul international passenger and wide-body freighter aircraft operations. #J-18808-Ljbffr