Administrative Assistant

Performs moderately complex and specialized administrative duties with minimal supervision. Manages station bills, cooperator payments, and Purchase orders. Plans, prioritizes and coordinates safety meetings and initiatives that impact Research Center operations. The nature and complexity of the work requires technical expertise, resourcefulness, independent judgment and decision-making.

DUTIES/RESPONSIBILITIES

• Coordinates and schedules meetings and travel arrangements; maintains Outlook calendars. Answers and screens incoming calls to provide information and direct calls to appropriate staff. Requires a thorough knowledge of Research Center and an ability to interpret policies, procedures, and practices within the assigned areas.
• Conducts duties such as submitting invoices, payroll information and maintains service provider contracts and vendors.
• Coordinates a variety of administrative or program-specific information. This includes purchasing requisitions, good receipts, and invoicing using NOPO or Espree systems.
• Serves as the station Safety lead and coordinates safety meetings and implementation/assignments for new and existing safety standards.
• Works with operations leads of West Memphis, AR and Monroe, LA stations to assure safety documentation and procedures are up to date.
• Attends and participates in departmental or team meetings. May organize agendas, provide input, take minutes, and distribute information. Prepares correspondence and detailed reports of business activities.
• Schedules use of conference room and helps to plan and cater meetings for area sales and research teams.
• Oversees orientation and initial paperwork for new employees.
• Maintains, submits, and approves payroll for seasonal and part-time employees.
• Establishes and maintains files, reports, and other hard copy or computerized information related to station or departmental operations.
• Coordinates recruiting, orientation and on-boarding of summer pollinators.

PROBLEM SOLVING

• Organizes and executes technical program-related tasks and projects within short timelines and competing priorities.
• Administrative Assistants typically serve as key points of contact for questions or issues related to administrative processes. Incumbents are expected to serve as a resource and provide guidance on issues such as hiring/exit procedures, ordering supplies, resolving coding issues with expense reports, resolving technical questions about computer or conference room equipment, etc.
• Ability to be resourceful in acquiring needed information or knowledge about new or unfamiliar situations which may include, safety standards, new procedures, and RMS documentation.

DECISION MAKING

• Prioritizes multiple tasks and project work based on business needs and value to the research center.
• Exercises judgment in determining when, how and what key tasks need to be assigned, and/or completed by part time help or themselves.

KNOWLEDGE, SKILLS, COMPETENCIES AND EXPERIENCE:

Education:

• Bachelors degree recommended.

Experience:

• Two years? experience in an admin or safety coordinator role.

Other qualifications:

• Strong interpersonal skills and ability to develop and maintain effective relationships.
• Strong oral and written communication skills
• Demonstrated computer proficiency including use of spreadsheets or database systems
• Demonstrated organization and problem-solving skills
• Proficient use of MS Office Suite
• Ability to manage multiple tasks and competing priorities
• Requires strong organizational, time management and communication skills.
• Strong collaboration and facilitation skills.
• Good communication, negotiation, consulting and coaching skills in a cross cultural context.
• Demonstrates initiative, persistence, creativity, and ability to work independently and within a team.
• Ability to maintain and protect confidential information

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