Administrative Associate Job Description

Job summary 1

The Administrative Associate is responsible for executing moderately complex administrative functions with minimal oversight providing timely, accurate, and effective administrative support for the programmatic, business, and operational functions of the group. The position necessitates strong organizational skills, the ability to prioritize multiple demands, the ability and desire to work across our Center and Company, and robust interpersonal skills. The ideal candidate will also act as a resource to staff on institutional processes, procedures, and requirements and proactively develop or provide input to group -specific administrative practices. This position interacts frequently with senior management, external collaborators and sponsors, and national and international visitors.

Duties & Responsibilities 1

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Requirements & Skills 1

Job summary 2

The Administrative Associate is responsible for assisting Academic Program Coordinators in the execution of evening and weekend class sessions, coordination of academic and community-building events, and fostering student development. This role manages several key aspects of program operations, including but not limited to procurement, travel, and reimbursements, and supports a positive and growth-oriented community through building trusted relationships with students, faculty, cross-functional team members, and internal/external vendors.

Duties & Responsibilities 2

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Job summary 3

We are looking for an Administrative Associate! The ideal candidate will provide advanced administrative support to 2-3 leaders, requiring a broad knowledge of company policies, procedures, and practices. This person will independently ensure office systems and divisional procedures, policies, and practices are administered effectively. The ideal person will collaborate with several internal and external customers on a range of issues that require tact and diplomacy and may provide functional guidance and training to other associates within the Division.

Duties & Responsibilities 3

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Job summary 4

We are looking for a friendly, detail-oriented, and dependable self-starter with strong interpersonal and communication skills comfortable working around and supporting basic science. The Administrative Associate position requires a high level of accuracy, organization, multi-tasking, independence, sound judgment, and decision-making. It also requires a motivated person with good communication skills, and a passion for customer service and supporting others. Successful candidates will have the ability to adapt well to changing circumstances and interact well with the administrative team, faculty, postdocs, and students in a diverse and inclusive environment.

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Requirements & Skills 4

Job summary 5

The Administrative Associate will provide entry-level overall administrative support for the consortium, including but not limited to assisting with tracking program and financial deliverables, supporting accurate file maintenance, drafting donor and internal reports, and supporting meetings that take place across the consortium.

Duties & Responsibilities 5

Requirements & Skills 5

Job summary 6

The Administrative Associate assists a supervisor in a variety of administrative detail matters; coordinates the maintenance and repair of office equipment; determines the need for, prepares specifications, and processes requisitions and material receipts for supplies, and forms.

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Requirements & Skills 6

Job summary 7

The Administrative Associate provides a high level of administrative support, customer service, and technical support. In addition to professionally and efficiently responding to inquiries via phone, email, and in person, and assisting the staff in numerous capacities, this person provides seamless coverage and back-up of the day-to-day tasks of the office.

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Job summary 8

The Administrative Associate functions as part of a centralized team of professionals serving as advisors on complex issues and situations regarding all programs administered by the Office of Student Health Benefits. Programs include two student health benefit plans, a full employee benefits suite, a disability plan, and a dental plan. Individuals in this position must possess fine-tuned critical thinking and communication skills to provide service to enrollees and partners. This position also requires an in-depth understanding of University benefit plan policies, administrative policies associated with the programs' contracted vendors, academic registration, human resource job data, billing (both internally and student financial), health plan enrollment systems, benefit plan design, and federal and state guidelines relating to health insurance.

Duties & Responsibilities 8

Requirements & Skills 8

Job summary 9

The Administrative Associate emphasizes a variety of support functions focusing on administrative and office management functions and responsibilities, organization, and coordination toward the accomplishment of program, divisional or departmental goals, objectives, and departmental budgetary functions. The major duties performed are administrative and require a high degree of independent judgment, discretion, initiative, and authority. The results of assigned projects have a direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.

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Requirements & Skills 9

Job summary 10

As an Administrative Associate, you would work closely with the team to support and execute daily functions to serve our clients.

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Frequently asked questions

What is the role of an administrative associate?

An administrative associate, also known as an administrative assistant or administrative coordinator, plays a crucial role in providing administrative support and ensuring the smooth operation of an office or organization. They typically work closely with executives, managers, and other team members to handle various administrative tasks and maintain efficient office procedures. The specific responsibilities of an administrative associate can vary depending on the organization and the department they work in. However, here are some common aspects of their role:

Office Management: Administrative associates help manage the day-to-day operations of the office. This may include tasks such as organizing and scheduling meetings, maintaining office supplies, coordinating travel arrangements, managing calendars, and handling correspondence.

Administrative Support: They provide administrative assistance to executives, managers, and team members. This may involve preparing reports, presentations, and other documents, transcribing meeting minutes, organizing files and records, and managing databases or information systems.

Communication and Correspondence: Administrative associates often serve as a point of contact for internal and external stakeholders. They answer phone calls, respond to emails, and handle incoming and outgoing correspondence. They may also assist with drafting and proofreading written communications.

Data Entry and Record Keeping: They maintain accurate and up-to-date records, databases, and filing systems. This may involve data entry, file organization, document archiving, and retrieval of information as needed.

Event Coordination: Administrative associates may assist in planning and organizing company events, conferences, meetings, or training sessions. They help with logistics, coordination of participants, scheduling, and other event-related tasks.

Office Technology and Equipment: They handle office equipment and technology, such as printers, scanners, copiers, and audiovisual systems. They troubleshoot basic technical issues, coordinate repairs, and ensure equipment is functioning properly.

Coordination and Collaboration: Administrative associates often work closely with team members across different departments. They collaborate on projects, facilitate interdepartmental communication, and assist with cross-functional coordination.

Confidentiality and Ethics: They handle sensitive and confidential information with discretion and maintain a high level of ethical conduct. They may be responsible for safeguarding confidential files, privacy practices, and adherence to company policies.

Time and Task Management: Administrative associates must effectively prioritize tasks, manage multiple deadlines, and maintain a well-organized workflow. They should be capable of handling competing priorities and adapting to changing demands.

Customer Service and Hospitality: They may provide hospitality services to visitors, guests, or clients. This includes greeting and assisting visitors, managing reception areas, and ensuring a positive experience for all stakeholders.

The role of an administrative associate is versatile and can involve a wide range of responsibilities, depending on the organization's needs. Their contribution to maintaining efficient operations, supporting teams, and handling administrative functions is essential for the overall productivity and success of the organization.

Who does a administrative associate work with?

An administrative associate typically works with a variety of individuals and teams within an organization. They serve as a vital link between different stakeholders and departments, providing administrative support and facilitating smooth operations. Here are some key individuals and groups that an administrative associate may work with:

Executives and Managers: Administrative associates often work directly with executives, such as CEOs, COOs, or department heads, providing administrative assistance and support. They help manage schedules, coordinate meetings, prepare reports, and handle correspondence for these individuals.

Internal Teams: They collaborate with various internal teams and departments within the organization. This can include providing administrative support to teams such as human resources, finance, marketing, sales, operations, and customer service. They assist team members with administrative tasks, facilitate communication, and support cross-functional collaboration.

Employees and Staff: Administrative associates interact with employees at all levels within the organization. They may assist with administrative needs, provide information, and address inquiries from staff members. They may also facilitate communication between employees and other departments.

External Contacts and Clients: They often serve as a point of contact for external stakeholders, including clients, vendors, suppliers, and partners. They handle incoming and outgoing correspondence, coordinate meetings or appointments, and ensure smooth communication between the organization and external parties.

Visitors and Guests: Administrative associates may interact with visitors and guests to the organization. They provide hospitality services, such as welcoming visitors, directing them to appropriate areas, arranging meeting spaces, and assisting with any needs or inquiries they may have.

Support Staff: Administrative associates may work alongside other support staff, such as receptionists, office managers, or administrative teams. They collaborate on various administrative tasks, share responsibilities, and support each other in maintaining smooth office operations.

IT and Facilities Staff: They may work closely with IT and facilities staff to address any technical issues, equipment needs, or maintenance requests. They collaborate to ensure office technology and infrastructure are functioning properly.

External Service Providers: Administrative associates may coordinate with external service providers, such as cleaning services, maintenance contractors, or equipment suppliers. They may schedule and oversee services provided by these external vendors.

The exact nature of collaboration and interaction can vary depending on the organization, its structure, and the specific responsibilities of the administrative associate. They are often seen as a valuable resource for employees and stakeholders, supporting them with administrative tasks and facilitating effective communication within and outside the organization.

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