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Senior Administrative Support Specialist

Location: Iowa City
Posted on: February 14, 2020

Job Description:

OverviewACT is a nonprofit organization helping people achieve educational and workplace success.-- Our programs are designed to boost lifelong learning in schools and workplaces around the world. Whether it's guiding students along their learning paths, enabling companies to develop their workforce, fostering parent, teacher, and counselor understanding of student progress, guiding job seekers toward career success, or informing policymakers about education and workforce issues. ACT is passionate about making a difference in all we do.--Learn more about working at ACT--at!ResponsibilitiesThe Senior Administrative Support Specialist is a trusted partner responsible for completing the logistical and operational administration activities within the Research teams of CORE Operations. This role will provide specialized administrative support, which includes organizing and prioritizing complex administrative activities across the teams. The Senior Administrative Support Specialist works as part of an administrative team, providing support to all levels of the organization as well as working closely with and providing back up for other administrative support members of the Administrative Services team in CORE Operations. Work responsibilities require the position to be onsite and to be flexible to provide support as needed during and outside of core hours and as part of a fast-paced and demanding environment. --Typical work-related activities include:

  • Provide administrative support for multiple leaders and their teams. This includes:
    • Administrative support to VP of Research, Horace Mann Chair, and leaders of their teams, such as providing scheduling support for meetings, events, and travel arrangements, by getting ahead of planning well in advance, responding in the moment to needed changes and proactively resolving scheduling conflicts that can reduce productivity of the team
    • Serve as a point of contact and provide guidance on administrative processes and activities for leaders and team members by quickly analyzing, identifying and directing them to appropriate resources to resolve related issues or questions
    • Coordinate and execute on the administrative processes for onboarding/offboarding/transferring activities for team members and contractors within the Research teams with an emphasis on contributing to the best team member experience possible
    • Support leaders by verifying, updating reports; responsible for maintaining and updating documentation and ongoing process improvement
    • Coordinate, reconcile, and execute invoices, billing management, and contracts for the departments with an eye to speedy processing
    • Place orders for office supplies, training and meeting materials, and routinely verify inventory is on hand to meet the departments needs
    • Monitor, update and maintain SharePoint sites so that available information is accurate and timely
    • Prepare reports, correspondence, presentation materials and PowerPoint slides with attention to style and expectations of the leader requesting the work product
    • Serve as a member of the Administrative Leadership Team (ALT). Provide back-up coverage for other administrative specialists on the CORE Operations Administrative Services team; providing top quality, priority, and confidentiality while seamlessly managing other work responsibilities
    • Proactively develop, document, implement, maintain and communicate administrative processes and procedural changes
    • Identify, participate in, and sometimes lead administrative projects following the Quality Management System process and serving as a QAN Ambassador. This can include continuous improvement of administrative processesQualificationsEducation:--
      • High school diploma required; Associates or Bachelors degree in business administration preferred
      • Or an equivalent combination of education and experience from which comparable knowledge, skills, and abilities can be acquiredExperience:
        • A minimum of 5 years of progressively responsible administrative or office management experience that includes providing support for a large team, exercising discretion, prioritizing and managing projects
        • Experience handling executive level administrative responsibilities
        • SharePoint experience preferred
        • Experience soliciting and accepting feedback on performance and taking initiative to develop capabilities and skillsKnowledge, Skills and Abilities:
          • Proven capability for:
            • organizing work
            • setting priorities
            • collecting and analyzing data
            • determining logical solutions to basic problems
            • working independently and as part of a team
            • Ability to:
              • change tasks frequently
              • manage through interruptions
              • perform a diverse set of tasks
              • maintain a high degree of attention to detail
              • understand and follow written and oral instructions
              • communicate and share ideas in a tactful manner
              • suggest improvements to how we do things
              • leverage technology to create efficiencies
              • Solid skills using Microsoft Office Suite, specifically with Word, Outlook, Excel, and SharePoint
              • Maintain a high level of confidentiality, quality, and security regarding corporate and personnel information and documents.
              • Interact effectively and professionally both at work and as an ambassador of the organization.

Keywords: UNAVAILABLE, Iowa City , Senior Administrative Support Specialist, Administration, Clerical , Iowa City, Iowa

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