Admin Assistant

Role Definition
Provides administrative support and coordination activities for a team of people.

Responsibilities
Answering telephone taking messages and answering routine questions.
Maintaining vacation schedule and master schedule of whereabouts for staff.
Maintaining master copies of organizational policy and procedure manuals and keeping them uptodate.
Typing and distributing memos meeting minutes and presentations for staff.
Facilitating domestic and international travel arrangements; assisting in payments expense processing and charge card reconciliation.

Degree Requirement
Degree or equivalent experience desired

Job Statistics
This role provides administrative support to salary grades 28 and below.

Skill Descriptors
Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
Level Working Knowledge:
Accurately gauges the impact and cost of errors omissions and oversights.
Utilizes specific approaches and tools for checking and crosschecking outputs.
Processes limited amounts of detailed information with good accuracy.
Learns from mistakes and applies lessons learned.
Develops and uses checklists to ensure that information goes out errorfree.

Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
Level Working Knowledge:
Demonstrates experience participating in productive collaborative processes.
Under guidance initiates collaborative meetings.
Assists in communicating shared goals with diverse groups and parties.
Helps promote collaboration across generations functions regions and levels.
Helps solve business problems and meet business goals through collaborative processes.

Effective Communications: Understanding of effective communication concepts tools and techniques; ability to effectively transmit receive and accurately interpret ideas information and needs through the application of appropriate communication behaviors.
Level Working Knowledge:
Delivers helpful feedback that focuses on behaviors without offending the recipient.
Listens to feedback without defensiveness and uses it for own communication effectiveness.
Makes oral presentations and writes reports needed for own work.
Avoids technical jargon when inappropriate.
Looks for and considers nonverbal cues from individuals and groups.

Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.
Level Working Knowledge:
Adjusts to new or changing assignments processes and people.
Demonstrates willingness to listen to other opinions.
Provides examples of shifting from task to task.
Identifies and considers alternative approaches to situations or problems.
Accepts new or radical ideas with an open mind; avoids snap reactions.

Managing Multiple Priorities: Knowledge of effective selfmanagement practices; ability to manage multiple concurrent objectives projects groups or activities making effective judgments as to prioritizing and time allocation.
Level Working Knowledge:
Recognizes changing demands and priorities; validates changes with management.
Obtains information about how current assignments contribute to organizational goals.
Completes current work according to assigned priorities.
Responds to daytoday operational priorities while still making progress on project work.
Performs at least 23 concurrent activities without reducing productivity.

Problem Solving: Knowledge of approaches tools techniques for recognizing anticipating and resolving organizational operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.
Level Basic Understanding:
Explains the value of a disciplined approach to problem solving.
Describes problem reporting and escalation practices.
Utilizes accepted procedures for problem analysis and resolution.
Identifies key aspects of problemsolving techniques used in own area.

Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
Level Working Knowledge:
Arranges meetings schedules rooms equipment refreshments etc.
Operates and maintains standard office equipment such as copiers faxes phones.
Distributes internal and external correspondence to appropriate recipients.
Coordinates travel arrangements and expense reimbursements.
Orders stocks and distributes office supplies.

Microsoft Office: Knowledge of Microsoft Office; ability to use the features and functions in Microsoft Office products.
Level Working Knowledge:
Uses basic features of two or more Office applications.
Differentiates tradeoffs between using Word and PowerPoint for developing a presentation.
Operates basic Microsoft desktop applications to achieve certain requirements.
Converts Word tables to an Excel spreadsheets and viceversa.
Compares the key differences between current and prior releases of Office.

Role Definition
Provides administrative support and coordination activities for a team of people.

Responsibilities
Answering telephone taking messages and answering routine questions.
Maintaining vacation schedule and master schedule of whereabouts for staff.
Maintaining master copies of organizational policy and procedure manuals and keeping them uptodate.
Typing and distributing memos meeting minutes and presentations for staff.
Facilitating domestic and international travel arrangements; assisting in payments expense processing and charge card reconciliation.

Degree Requirement
Degree or equivalent experience desired

Job Statistics
This role provides administrative support to salary grades 28 and below.

Skill Descriptors
Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
Level Working Knowledge:
Accurately gauges the impact and cost of errors omissions and oversights.
Utilizes specific approaches and tools for checking and crosschecking outputs.
Processes limited amounts of detailed information with good accuracy.
Learns from mistakes and applies lessons learned.
Develops and uses checklists to ensure that information goes out errorfree.

Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
Level Working Knowledge:
Demonstrates experience participating in productive collaborative processes.
Under guidance initiates collaborative meetings.
Assists in communicating shared goals with diverse groups and parties.
Helps promote collaboration across generations functions regions and levels.
Helps solve business problems and meet business goals through collaborative processes.

Effective Communications: Understanding of effective communication concepts tools and techniques; ability to effectively transmit receive and accurately interpret ideas information and needs through the application of appropriate communication behaviors.
Level Working Knowledge:
Delivers helpful feedback that focuses on behaviors without offending the recipient.
Listens to feedback without defensiveness and uses it for own communication effectiveness.
Makes oral presentations and writes reports needed for own work.
Avoids technical jargon when inappropriate.
Looks for and considers nonverbal cues from individuals and groups.

Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.
Level Working Knowledge:
Adjusts to new or changing assignments processes and people.
Demonstrates willingness to listen to other opinions.
Provides examples of shifting from task to task.
Identifies and considers alternative approaches to situations or problems.
Accepts new or radical ideas with an open mind; avoids snap reactions.

Managing Multiple Priorities: Knowledge of effective selfmanagement practices; ability to manage multiple concurrent objectives projects groups or activities making effective judgments as to prioritizing and time allocation.
Level Working Knowledge:
Recognizes changing demands and priorities; validates changes with management.
Obtains information about how current assignments contribute to organizational goals.
Completes current work according to assigned priorities.
Responds to daytoday operational priorities while still making progress on project work.
Performs at least 23 concurrent activities without reducing productivity.

Problem Solving: Knowledge of approaches tools techniques for recognizing anticipating and resolving organizational operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.
Level Basic Understanding:
Explains the value of a disciplined approach to problem solving.
Describes problem reporting and escalation practices.
Utilizes accepted procedures for problem analysis and resolution.
Identifies key aspects of problemsolving techniques used in own area.

Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
Level Working Knowledge:
Arranges meetings schedules rooms equipment refreshments etc.
Operates and maintains standard office equipment such as copiers faxes phones.
Distributes internal and external correspondence to appropriate recipients.
Coordinates travel arrangements and expense reimbursements.
Orders stocks and distributes office supplies.

Microsoft Office: Knowledge of Microsoft Office; ability to use the features and functions in Microsoft Office products.
Level Working Knowledge:
Uses basic features of two or more Office applications.
Differentiates tradeoffs between using Word and PowerPoint for developing a presentation.
Operates basic Microsoft desktop applications to achieve certain requirements.
Converts Word tables to an Excel spreadsheets and viceversa.
Compares the key differences between current and prior releases of Office.