Associate Administrative Job Description

Associate Administrative Job Description

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Associate administrative provides telephone support for area/department/division managers and/or staff requiring some knowledge of a technical nature to field questions from internal and external customers; forwards calls to appropriate contact; may provide backup phone support for other departments/areas within the division.

Associate Administrative Duties & Responsibilities

To write an effective associate administrative job description, begin by listing detailed duties, responsibilities and expectations. We have included associate administrative job description templates that you can modify and use.

Sample responsibilities for this position include:

Create and maintain project online management spreadsheet (Smartsheet)
Primary duty will be data entry with regard to time keeping for all account personnel
Promote and maintain a positive working environment
Establish productive and effective relationships with all team members and all customer personnel
Input invoice data into a web-based application for payment processing
Assist with scheduling meetings and appointments, book conference rooms
Make arrangements for various employee engagement events
Make travel provisions for senior leaders and out of town guests
Assist with and manage various activities related to the facility (ie
Make copies, order supplies, collate meeting materials

Associate Administrative Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Associate Administrative

List any licenses or certifications required by the position: HVAC, CPR, AED, MFT, BLS, IAT, NCAA

Education for Associate Administrative

Typically a job would require a certain level of education.

Employers hiring for the associate administrative 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 Associate Administrative

Desired skills for associate administrative include:

Policies
Practices
Access Network
Facsimile
Forwards calls to appropriate contact
May provide backup phone support for other departments/areas within the division
Postage meter
Presentation and electronic mail
Procedures in a business environment
Spreadsheet

Desired experience for associate administrative includes:

Assist with various special projects and other duties as assigned by leaders on the account
Perform a full range of administrative duties for executives, ex
Greet and assist all visitors to the Human Resources Department
Provide administrative support to the Assistant Vice President of Human Resources
Perform work that supports the timely and accurate flow of information and outputs for others
Develop, create and input data for spreadsheets and other documents

Associate Administrative Examples

1

Associate Administrative Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of associate administrative. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for associate administrative
  • Outgoing calls for specific assignments
  • Preparing and updating all necessary databases / contact lists
  • Coordinating with brokers / colleagues on a variety of meetings and events
  • Prepare mail packages / arrange for messenger service (with front desk’s assistance)
  • Prepare & send any networking, marketing &/or informational mailers
  • General typing & email correspondence
  • Handling Copies, Faxes, Scanning, & Filing
  • Assist team Associates on any administrative tasks as needed
  • Arrange and oversee quarterly visits of funder program officers with supervisor
  • Collect and add new material for Rajagopal and Powernet websites
Qualifications for associate administrative
  • Detail Oriented Strong Written, Analytical & Oral Communication skills Self Motivated
  • Ability to work Independently on fast paced team
  • Team player who can multi task
  • Ability to work in a fast paced and dynamic sales oriented environment
  • Excellent computer skills with proficiency in the use of MS Office (Word, Excel, PowerPoint)
  • Technical aptitude towards learning and using ISM, cheque printing software and the online deposit system
2

Associate Administrative Job Description

Job Description Example
Our company is growing rapidly and is looking for an associate administrative. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for associate administrative
  • Responds to inquiries providing information requiring comprehensive knowledge of university policies and procedures
  • Prepare purchasing requisitions, with attention to funding terms and conditions
  • Prepare complex travel reimbursement transactions
  • Assist with arrangements for repairs, work orders and other operational functions
  • Manage purchasing card and travel card as verifier and account reconciler
  • Be responsible for all package shipping and receiving, including notifications and special arrangements as needed
  • Oversee printer and copy machine operations, troubleshooting as needed
  • As needed, support department activities such as meetings, seminars and classes with scheduling, vendor, and other logistical requirements
  • May be asked to work in different office setting occasionally to support other administrative staff
  • Act as Petty Cash Custodian
Qualifications for associate administrative
  • Assist with office errands as needed
  • Represent the program or function within the department, unit or school, and to external constituencies
  • Independently implement and administer day-to-day activities of the unit, function or program
  • Administer and support programs or functions under general supervision
  • Draft and manage contracts with researchers, authors, reviewers, and all vendors including hotels, conference venues and caterers
  • Familiarity with Stanford financial systems highly desired
3

Associate Administrative Job Description

Job Description Example
Our company is looking to fill the role of associate administrative. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for associate administrative
  • Proactively manage Officers’ calendars
  • Prepare memos and create presentations
  • Support postdocs, grad students and undergraduates in the laboratories by processing appointments and updates, visa requests, and entering paylines
  • Perform donor/fundraiser data entry and generate donor/fundraiser reports
  • Provide support for the Heart Ball and Heart Walk events including sponsorship tracking, contract management, matching gifts and other donations
  • Assist Director in preparing for committee meetings as needed
  • Oversee all logistics associated with Heart Ball and Heart Walk events
  • Manage email communication, social media, registration and vendor recruitment for Heart Health Seminar & Research Reception event
  • Assist with Go Red For Women events which includes setting up, managing the booth, logistics and coordination
  • Liaise with internal and external vendors
Qualifications for associate administrative
  • Troubleshoot building and participant related issues
  • Responsible for scheduling and maintaining calendar bookings
  • Code and process expense accounts and all outside invoices for payment
  • Minimum of 3 years work experience in a business or office environment
  • Provide customer service by helping department staff with financial transactions
  • Plan and coordinate unit office moves and/or minor renovation projects
4

Associate Administrative Job Description

Job Description Example
Our company is growing rapidly and is looking for an associate administrative. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for associate administrative
  • May supervise interns and temporary staff
  • Schedules meetings on behalf of multiple individuals
  • Oversees and/or performs duties associated with scheduling, organizing, and operating meeting and events
  • Maintains Dean’s office supply inventory
  • Collects and records data
  • May act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature
  • Act on behalf of the faculty in regards to establishing priorities and identifying and resolving problems that are administrative in nature
  • Coordinate postdoctoral and research staff appointments which may include processing visas as required
  • Serve as the primary point of contact for the OFPM Project Management and Space Planning teams, including tracking all information and project requests from the work control desk and assigning requests to project managers and space planners
  • Responsible for the purchasing/tracking of technology items such as phones, computers & peripherals, and software applications for all OFPM staff, including new employee set up
Qualifications for associate administrative
  • Provide administrative support to all OFPM staff during the absence of existing support staff (vacation, sick or employee transition)
  • Administer and design online surveys as necessary
  • Compose and draft documents for presentations and other communications
  • May perform human resources transactional support, time cards and/or I9s
  • Responsible for managing and coordinating behavioral education meetings, courses or trainings, which includes scheduling facilitators, rooms, and the actual participants updating course content and preparation of materials as needed
  • Manages the on-call resources made available to our Community Directors on Call our Managers on Duty
5

Associate Administrative Job Description

Job Description Example
Our innovative and growing company is hiring for an associate administrative. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for associate administrative
  • Executes a variety of office administrative and/or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by supervisor, and investigating, evaluating and resolving problems within scope of position
  • Executes a variety of office administrative support activities for supervisor such as creating correspondence as assigned, responding to inquiries, interpreting and explaining established policies and procedures, summarizing reports and information to facilitate review by supervisor, and investigating, evaluating and resolving problems within scope of position
  • Work with PI and expert consultants to prepare PowerPoint presentations for multidisciplinary team meetings to review progress made in specific activities
  • Weekly review of progress of project activities, and review of supporting documentation
  • Liaise with extramural expert consultants to generate reports and regulatory documents, monitoring of project expenditures, organizing and preparing project documentation for funding and regulatory organization (i.e., FDA, IRB, animal care review boards)
  • Schedule appointments, conduct check-in procedures, and assist patients with relevant paperwork (case history, insurance, HIPAA, medical records)
  • Handle phone calls, electronic communication, and correspondence regarding clinical inquires, insurance verification, and related tasks
  • Assist faculty, staff and graduate students with clinical operations
  • Develop competency with clinical scheduling and billing software
  • Receive cash/check/credit card payments, post payments and charges and reconcile daily cash receipts
Qualifications for associate administrative
  • HIPPA training
  • Manage calendars for multiple directors, using Microsoft Outlook
  • Provide oversight of administrative staff and student workers
  • Plan and arrange meetings, events, and/or luncheons and communicate arrangements to appropriate parties
  • Create and manage regular meeting agendas
  • Arrange necessary travel reservations and itineraries for multiple directors

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