Administrative Associate Job Description
Administrative associate
provides daily support to sales group throughout the region (7 states), including administrative, word processing, database and spreadsheet activities; coordinate communication, schedules, meetings, itineraries and travel arrangements.
Administrative Associate Duties & Responsibilities
To write an effective administrative associate job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative associate job description templates that you can modify and use.
Sample responsibilities for this position include:
Skill in using standard computer software programs, including Word, PowerPoint, and Excel, as evidenced by formal course work, training, or previous work experience
Word processing of clinical forms and reports
Store and retrieve files in accordance with established procedures
Answer and direct inbound calls to proper personnel
Order and verify receipt of supplies
Prepare verification of employment letters
Coordinate and support employee events
Manage multiple engagements over the course of their lifecycles, including planning activities, pre-field work, wrap-up/exit, and through issuance
Administrative / Organizational Duties
Arrange conference calls as needed
Administrative Associate Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Administrative Associate
List any licenses or certifications required by the position: HVAC, CPR, AED, MFT, BLS, IAT, NCAA
Education for Administrative Associate
Typically a job would require a certain level of education.
Employers hiring for the administrative associate job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Business, History, Faculty, Office Management, Management, Associates, Business/Administration, Supervision, Graduate
Skills for Administrative Associate
Desired skills for administrative associate include:
Medical terminology
Daily market activities
Spreadsheet and industry specific software
Spreadsheet
Word processing
Database applications
Excel
Office and administrative practices and principles
Medical coding : CPT and ICD9 coding
SAP
Desired experience for administrative associate includes:
Serves as Quality Assurance Coordinator for the team
Assists with research and compiles data
Creates and edits documents to brand-standards
Provides orientation and onboarding for new hires
Creates and updates training materials
Provides Executive-level support to Partners
Administrative Associate Examples
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Administrative Associate Job Description
Job Description Example
Our growing company is searching for experienced candidates for the position of administrative associate. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative associate
- Work with faculty and Project Director, visitors, out of town travelers in managing PI’s calendar, resolving conflicts and communicating schedule with appropriate staff and students
- Create ARPAe complex quarterly financial reports using agency and university templates and submitting them to online portal (these will include cost share calculations, personnel and equipment)
- Initiate financial reports both to funder and end of month reports to be approved by faculty supervisor
- Support Faulty by responding to inquiries, and determine and take appropriate action as required
- Preparation and coordination of non-tenure line academic appointments including database management and payroll tickler maintenance in coordination with other staff
- Communications direction and content maintenance coordination for departmental website and program subsites
- Special projects pertaining to data gathering, data entry, and/or data management as directed by department manager and assistant manager, esp
- Originate financial transactions for departmental events or for department chair and managers
- Coordination of the Pediatric Surgery Fellowship Program
- Assist with the processing of international visas for Stanford Seed staff, volunteer coaches, student interns, faculty, and researchers traveling to Seed’s regional centers around the world
Qualifications for administrative associate
- 3-5 years previous experience supporting senior level executives
- Understand and apply bank/branch operating policies and procedures
- Resolving issues and effecting client transactions expeditiously and accurately, escalating issues to
- Knowledge of University policies, procedures and systems
- Manage paperwork and compliance for Stanford Seed’s visiting scholars
- Assist with the administration and verification of Seed travel and purchase cards and associated transactions
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Administrative Associate Job Description
Job Description Example
Our growing company is searching for experienced candidates for the position of administrative associate. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative associate
- In conjunction with financial lead and/or principal investigator, assist with preparation of sponsored projects budgets
- May assist with capital or special equipment requests and/or vendor selection
- Maintain accurate inventory of supplies for Residential Weeks, IHeLp Retreats, Coaching Training and other Center events
- Prepare Continuing Medical Education (CME) Proposals and Reports for ACCME accreditation and other professional CE accreditation for Center educational events
- Coordinate and manage transfer of event supplies from Center office and off-site storage unit to event location using approved moving vendor
- Assist with development and planning of Center events and conference agendas
- Assist the Marketing department (and other Center staff) in the creation, promotion, and presentation of alumni-specific events, particularly at the annual Nutrition & Health Conference
- Manage CBS website content including updating and refining
- Ongoing responsibility for development and management of master filing system for CBS unit including folder and file structure of data (including data files, scanned documents, and printed files)
- Manage project software application to record and calendar annual due dates and significant assignments and projects
Qualifications for administrative associate
- Stanford work experience
- Experience working with Stanford systems (Oracle)
- Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, and sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds
- Responsible for coordinating the implementation of Docuware, a scanning software system now provided by the University
- Responsible for the CALS monthly business officer meetings and other scheduled meetings
- Experience working in a professional office environment and a demonstrated ability to prioritize tasks and responding positively to unanticipated changes while exhibiting follow through and flexibility under demanding circumstances
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Administrative Associate Job Description
Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of administrative associate. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative associate
- Serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s)
- Serve as a liaison to other departments to resolve Oracle or administrative-related issues
- Make purchases on behalf of the department
- Act on behalf of the supervisor or department manager in regards to establishing priorities and identifying and resolving problems that are administrative in nature
- Assist in compiling and analyzing data, making calculations, and preparing reports
- May research, compose, design, or edit organizational publications such as brochures, forms, and manuals as requested
- Maintains and tracks accurate and up-to-date files/data
- May update new media platforms including Facebook, Twitter, Flickr and YouTube
- Skill in meeting management including set up, outlook invitations, copies, catering, logistics and meeting minutes
- Use given budget to schedule and organize national and international CERC hosted conferences, seminars and dinners
Qualifications for administrative associate
- Negotiates project deadlines and schedule changes as necessary
- Evidence of excellent interpersonal skills, including professional vocabulary, tact, discretion, good judgment
- Ability to interact with all levels of business professionals and build relationships
- Travel up to 25% and occasional overnight stay
- Compose and submit grant proposals to foundations, donors, and other sponsors
- Reconcile and resolve discrepancies related to grant and restricted gift budgets
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Administrative Associate Job Description
Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of administrative associate. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative associate
- Performs a variety of administrative duties, including handling mail, screening phone calls and visitors to appropriate staff members
- May manage front desk and serve as first point of contact for public, faculty, prospective students, staff
- Provide administrative support for up to 9 faculty and/or programs
- Assist HR and Dean’s Office staff with event planning (happy hours, staff lunches, staff meetings)
- Coordinate communications services
- Emergency Preparedness Coordination
- Work with PI, team members and with expert consultants to ensure that the team is on track to meet project timelines and goals which have been agreed upon by outside funding agencies
- Write or oversee the generation of agendas, provision of background documents (when appropriate), recording meeting minutes and distribution of minutes for face-to-face meetings or teleconferences
- Oversee scheduling of face-to-face meetings or teleconferences with multiple participants
- Aid in the administration and regulatory compliance of clinical research within the university
Qualifications for administrative associate
- Facilitates and plans department-wide events
- Able to work well in a team environment and be a self-starter with the ability to work with minimal supervision
- The candidate will use considerable initiative to provide a high level of organization for the team
- Proficient with firm software and MS Office Suite
- Must be able to communicate with individuals at various levels in the organization external contacts
- A minimum of 6 years of administrative experience preferably in a large or international corporation or organization
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Administrative Associate Job Description
Job Description Example
Our company is growing rapidly and is looking for an administrative associate. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative associate
- Order, manage, and maintain office supplies and equipment, including moves and maintenance
- Prepare special and recurring reports and spreadsheets
- Handle Purchasing Card reconciliation process
- Prepare, proofread and distribute correspondence, memos and notes from rough draft
- Attend mandatory training classes, in person and online
- Developing marketing materials (print/online)
- Communications (website management, LCD display, brochures)
- Events planning and management
- Student recruiting support and tracking
- Transactional processing (reimbursements, purchase orders, work orders, scheduling, announcements, supplies) of all items not tied specifically to a faculty member
Qualifications for administrative associate
- Experience in the use of computers applications and software packages web based management systems
- High school diploma and previous clerical experience
- One year of cashiering experience
- One year of scheduling experience in a clinical setting
- Understanding of Medical Records (sending/receiving)
- Assist in replenishment of office supplieswhich include pantry supplies, stationery, etc, distribution of miscellaneous itemsto employees