Administrative Associate Job Description template and pdf with duties [2023]

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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Support day-to-day activities for the Group Manager, task leaders, and group researchers.
Act as a resource to staff on institutional processes, procedures, and requirements, and provide input and recommendations on organization-specific administrative practices.
Proactively manage and/or monitor multiple tasks and information for people, including calendars, meeting, conference and workshop logistics, travel arrangements, various aspects related to visitors/vendors, supplies, mail/mailboxes, records, training, publications, space planning, and the distribution and flow of information.
Work cooperatively with other administrative staff on group tasks, activities, and events.
- Help with onboarding new employees and obtaining site access for subcontractors, stakeholders, and visitors.
- Coordinating interview logistics for potential new hires in the group
- Download monthly cost reports of various projects to help group managers monitor budgets.

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

Coordinates procurement and distribution of course materials and branded merchandise.
Assists in the coordination of remote class weekends and events, and serves as a backup to Program Coordinator; includes close coordination and frequent communications with faculty, staff, caterers, custodial staff, hotels, travel providers, guest speakers, and more.
- Creates, processes, and maintains documents for all travel, and coordinates travel.
- Maintains student and faculty listservs.
- Provides ad hoc support to program leadership.

Requirements & Skills 2

Bachelor's degree and 2-3 years experience performing complex administrative functions.
- Experience working in a university environment.
- Experience with event planning.
- Experience working with graduate student populations.

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

Responds to questions and requests and researches information. Interfaces with a variety of customers on issues that are complex and confidential. Involves appropriate associates from other departments or divisions to resolve issues. May provide functional guidance and training to other associates within Division.
Provides diversified secretarial and administrative support. Composes correspondence and memorandums. Schedules and maintains a calendar of appointments, meetings, and travel itineraries, and coordinates related travel arrangements as well as entering all expenses.
- Analyses operating practices and creates/revises systems and procedures as necessary. Organizes and maintains office filing system, record-keeping systems, office layout, and budgetary and personnel requirements.
- Compiles summarizes and analyzes data. Plans and creates various routine and complex reports.
- Oversees and monitors administrative projects. Performs other duties as required or directed

Requirements & Skills 3

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.

Duties & Responsibilities 4

Act on behalf of the supervisor, department manager, or chair regarding establishing priorities and identifying and resolving administrative problems.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact-checking. Create, maintain, modify, and/or ensure the accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts and arrange travel in compliance with unit, university, and sponsor policies.
Create complex reports and spreadsheets which may utilize specialized software and systems.
- Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
- Coordinate and monitor routine maintenance service completion. Planned and coordinate office moves and/or minor renovation projects.
- May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

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

Assists with updating and maintaining internal and USAID program and financial tracking databases
Assists with updating and maintaining award administration files and deliverables files on SharePoint
Contributes to drafting policy, procedure, and compliance updates, as needed
Contributes to briefing books and other meeting prep, as requested
Contributes to drafting emails and/or managing email distribution lists, as requested
- Attends and takes notes at internal and donor meetings, and/or relevant democracy and governance events
- Participates in consortium-level coordination initiatives, as requested
- Performs other duties as assigned

Requirements & Skills 5

Education: Undergraduate degree in political science, international relations, or related field.
Related Experience: Experience with Microsoft Teams, Excel, Word, and PowerPoint required. Working with databases and virtual meeting platforms (Zoom, Google Meets) is strongly preferred.
Proven ability to work independently, remotely/virtually, and as a member of a larger team.
- Excellent writing and communication skills.
- Detail-oriented with strong organizational skills
- Language: Fluency in English is required. Knowledge of other languages is helpful but not mandatory.

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.

Duties & Responsibilities 6

Receive, open, sort, and distribute mail and other correspondence.
Maintain and supervise a large or complex filing system; analyze complex files and file materials; sort and file correspondence, reports, records, and other documents by established categories; maintain manuals, books of procedure, and bulletins.
Greet the public and direct them to proper offices; answer questions and give non-technical information; interpret and advise staff and public on rules, regulations, and procedures; receive and resolve complaints; arrange appointments, interview callers, and prospective employees.
Compose and type narratives, form letters, and other reports; compose letters, tables, reports, forms, memoranda, and other materials from copy, rough drafts, and detailed instructions; assist in the preparation of forms and statements and process confidential matters; transcribe correspondence and other materials; proofread material for accuracy.
Operate computer terminal, word processing equipment, calculating machine, posting machine, sorter, postage meter machine, reproduction machines, typewriter, and other office machines to enter data, inquire for information, and perform complex typing duties.
- Check and analyze complex documents and statistical information for completeness, accuracy, and proper coding according to standard procedures and ensure compliance with applicable rules and regulations.
- Maintain attendance, personnel, time, payroll, inventory, accounting, financial, cost, and/or other operating records where technical knowledge of established policies and procedures is required; maintain confidential records and/or documents.
- Compile, set up, and type reports, special studies, worksheets, and statistical reports and tables; attend and keep records of meetings, conferences, and proceedings; transmit assignments to staff; coordinate with departmental representatives in collecting and disseminating information.

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.

Duties & Responsibilities 7

Provides administrative and program support to internal and external staff members as well as graduate students. Serves as the first point of contact via phone and in person for the Graduate School (GS). Fields a wide spectrum of questions and follows up on unusual information requests. Educates customers on GS offerings and procedures.
Reviews and approves specific and diverse GS forms.
Manages correspondence regarding GS scholarships, awards, and donations.
Manages incoming and outgoing mail, including transcript processing. Maintains email list serves, phone contacts, and other contact lists for the Graduate School. Manages internal supplies and appropriate ordering of office supplies within budget and logistical needs.
- Processes travel justifications and reimbursements, implementing college/departmental travel and purchasing policies, procedures, and best practices to ensure compliance with office, university, state, and/or federal policies, procedures, and/or guidelines.
- Plans and manages GS events and functions with complex or unusual details including developing cost projections, booking locations, managing calendars and meeting invites, assisting in transportation and lodging reservations, overseeing/managing event budgets, ordering refreshments, sending and retrieving calls and nominations, and gathering and compiling meeting materials.
- Coordinates with GS staff to prepare complex fiscal, admissions, enrollment, and graduation reports.

Requirements & Skills 7

Progressively responsible customer service and administrative work experience in a busy office setting with an emphasis on administrative and/or data organization/management duties and high-level administrative support, or an equivalent combination of relevant education and/or experience.
Demonstrated experience explaining and communicating detailed information to a wide variety of individuals in person, over the phone, and via email.
Experience taking the initiative to research questions, find correct answers, and provide accurate information to constituents.
Demonstrated competence using personal computers and various software such as word processing, spreadsheets, databases, website, presentations, and email. Microsoft Office Suite is strongly preferred.
- Preferred Qualifications – Experience, Education, Knowledge & Skills
- Experience in event planning including budgeting and cost projection, coordination, tracking invoices, and receipts, and leading events.
- Demonstrated working knowledge of fiscal and budgeting principles, practices, and techniques including accounts payable, budgeting, and reconciling.

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

Counsel, advise, investigate, problem-solve, and resolve issues from students, parents, faculty, staff, and other third parties regarding all programs administered by the Office of Student Health Benefits. Answer questions and provide consultation via email, phone, and in person. Problems are varied and require in-depth knowledge, sound judgment, and problem-solving. Subjects range from eligibility questions when students change enrollment or employment, to benefits and coverage inquiries, to consultation with department coordinators.
Research, prepare and present appeals for review by Service Manager and/or Director. Serve in an advisory role when decisions are made regarding appeals. May communicate the outcome to enrollees or other third parties.
Continually look for ways to improve service to students by developing and suggesting changes to workflow, communications, systems, and benefits.
- Serve as a direct contact with the plan vendors to troubleshoot IT, billing, and enrollment issues.
- Provide leadership and training for student employees and new staff. Oversee projects completed by student employees and clerical staff.
- Promote a safe, equitable, and respectful environment in which concerns can be addressed effectively.

Requirements & Skills 8

BA/BS or a combination of related education and work experience to equal four years.
Office and administrative experience in a health care setting.
Excellent oral/written communication skills
Demonstrated commitment to promoting a culture that respects and advances diversity and inclusion.
Business and computer training.
- Prior experience in medical terminology.
- Knowledge of University business procedures, student insurance policies and procedures, and Boynton’s accounts receivable billing procedures.
- Experience working with individuals from diverse racial, ethnic, and socioeconomic backgrounds.

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.

Duties & Responsibilities 9

Provide direct support for the Majors. Manage calendars, and coordinate meetings and appointments with other elected officials, outside agencies, other county departments, county employees, and the general public. Provide backup material for meetings and attend meetings. Review all incoming mail and route as needed. Research and gather confidential information for command and executive staff. Answer incoming phone calls daily and assist other elected officials, outside agencies, and the general public with any situation that may arise.
Process purchase requisitions and travel requests. Monitor the budget line items for the Bureau. Process training and travel by registering for the classes. Prepare encumbrance and discretionary funds forms.
General office duties including filing, making copies, route routine materials. Provide backup duties for the Chief’s and Sheriff’s assistants as needed. Help support the Central Command Captains.
Act as a notary public when needed. Complete any other tasks requested.
- Performs direct administrative support services for designated Elected officials or Department heads. Schedules and coordinates appointment calendar as directed utilizing knowledge of priorities and prearranged plans. Schedules meeting rooms, reserves necessary equipment, prepares daily itineraries, and assembles necessary background materials. Sends meeting notices and reminders. Attends meetings to record and report on proceedings. Keeps supervisor(s) informed of significant items requiring supervisory review or action. May prepare Commissioners' agenda packet for Commissioner's Court meetings and brief supervisors on agenda items. May serve as a notary public.
- Supervises, monitors, prioritizes and makes daily decisions on workload schedules to meet work unit operations. Trains and supervises clerical staff. Interviews evaluate and make recommendations for hiring, merit increases, promotions, disciplinary actions, and dismissals. Completes personnel forms, workers' compensation claims and leave forms/requests for payroll. Sets up and maintains personnel files. Verifies prepares, and/or updates timesheets. Distributes payroll checks. Completes personnel action forms, and vacancy announcements and issues staff identification cards. May serve as personnel liaison.
- Maintains, monitors, and reconciles departmental budgets. Prepares monthly reports of expenditures. Responsible for departmental purchasing, recording expenditures, and fiscal control over line items in departments or divisions' administrative budgets. Monitors expenditures and performs budget analysis on accounts and reviews of transactions. Authorizes expenditures or actions for administrative and operational needs. Researches discrepancies and prepares special and recurring management financial/budget departmental reports. Participates in budget preparation and justification. Monitors equipment repairs. Purchases or approves for purchase of office supplies.

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.

Duties & Responsibilities 10

Coordinate and own all administrative needs, which include:
Calendar coordination and meeting scheduling
Receive and screen incoming phone calls
Document management including mail, FedEx package management, electronic filing, scanning, and general office management
- Support Managing Partner(s) in the office with meeting and presentation materials including PowerPoint creation, preparation, collating, assembly, and distribution
- Perform daily operations, general client service, and support for the Partners and their clients
- Other duties as assigned.

Requirements & Skills 10

Strong MS Office skills required
Desire to help the team, providing superior service for all that we do, taking complete ownership of even the smallest task
Strong attention to detail, exceptional problem-solving skills, and an ability to organize and prioritize work to meet deadlines proactively with little supervision
Be proactive, identifying and preventing potential problems
- communicate with the internal team at all levels, providing regular progress updates
- 1-3 years experience with office management, administrative or executive assistant roles
- Must accept and thrive in a fast-paced, changing environment