The Administrative Specialist provides comprehensive administrative and operational support to ensure the efficient functioning of the department. This role serves as a key resource for coordinating office activities, managing communications, maintaining records, supporting projects, and assisting leadership with day-to-day administrative responsibilities.
Job Responsibilities:
- Support administrative tasks like managing calendars, scheduling meetings, travel, document formatting and editing, tracking and maintaining vendor contracts, coordination with other teams etc.
- Prepare and manage reports related to budget, expenses etc., seeking guidance as needed.
- Manage telephone calls/voicemails and communicate messages as needed.
- Act as a point of contact for routine administrative tasks like ordering office supplies etc.
- Support in recruitment process by coordinating itineraries for departmental visitors or new recruits.
- Perform other duties as assigned to meet the goals and objectives of the department and institution.
- Maintains regular and predictable attendance.
Minimum Education and/or Training:
- High School Diploma/GED required.
- Bachelor's Degree preferred.
Minimum Experience:
- Minimum Experience: 2+ years experience in administration or related field.
- Experience Exception: Bachelor's degree and no experience.
- Some experience with office technologies, including Microsoft Office (Word/ Excel/ Power point etc.).
Special Skills, Knowledge and Abilities:
- Ability to understand and adapt to changing priorities. Skills in structured problem-solving and openness to learning new approaches to execution.
- Learns on the job and applies skills in routine tasks and activities; delivers under supervision and guidance
- Is open to any type of change or new idea presented. Shows eagerness to learn from different avenues. Addresses needs/ problems in a logical manner, using defined approaches.
- Skills in clear and effective communication (written and verbal) and timely exchange of information with relevant stakeholders for work outcomes.
- Has clear, concise communication in both verbal and written communication. Listens to requests, confirms understanding of routine needs, and provides accurate answers. Shares information within team as directed.
- Skills in planning, prioritizing, and organizing work well. Ability to deliver under tight timelines with focus on quality and efficiency.
- Manages own time well to plan work and meet daily task needs. Executes routine tasks under guidance and/ or supervision. Shows attention to detail, produces quality work on time.
- Skills in managing communication, especially with senior executives and handling sensitive information. Ability to manage day to day administrative activities and queries and solve problems in a structured manner.
- Demonstrates a grasp of tools like MS Office, office tools like phones, fax machines etc. to manage day to day communication for self and others. Is able to handle standard queries and coordination within and outside the function or department and general office administration activities. Starts to understand the sensitivity in communication, especially while engaging with senior/ external members.
- Skills in sourcing, identifying and managing vendor relationships, contract negotiations and holding vendors accountable. Learning agility and strong grasp of vendor provided systems and technologies.
- Demonstrates basic knowledge of vendor management processes and policies to engage with vendors for ongoing delivery.
Physical Demands and Working Conditions:
- 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.
- While performing the duties of this job, the employee is regularly required to stand; walk; sit; kneel, use hands to finger, handle, or feel; and talk or hear.
- The employee must occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is usually quiet.
- An essential function of the job is to be able to comply with all applicable federal, state and local safety and health regulations that would apply to this job.
- The employee must move about the work space to access work surface and shelves, cabinets, drawers, and equipment that are at, below or above the work surface.
- Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time as business needs dictate. This job description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned. The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job.
Compensation
In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current salary range is $21.00 - $35.50 per hour for the role of Administrative Specialist.
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