Job Details
OFFICE ADMINISTRATOR
Job Summary: Talent Software Services is in search of a Office Administrator for a contract position in Philadelphia, PA. Opportunity will be six months with a strong chance for a long-term extension.
Position Summary:
Fully-experienced office administrator with advanced skill set and initiative works within the Enterprise Administration team to ensure operational excellence with minimal supervision.
Primary Responsibilities/Accountabilities:
- Conducts all of the administrative aspects of leadership support, office maintenance, event management and any departmental activities.
- Demonstrates the ability to problem solve and negotiate/mediate complex situations with tact and diplomacy, including confidential personnel management issues.
- Demonstrates advanced knowledge of and expertise in using Microsoft Office Software, including Outlook, Word, Excel, and PowerPoint.
- Provide Director Outlook calendar management for 3-5 assigned Directors.
- Scheduling meetings, resolving conflicts, forward planning, agenda writing, minute-taking for committees, catering requests and ad hoc meeting tasks. May assist with distribution list maintenance as well.
- Coordinates assigned Directors travel arrangements and expense submissions through Go.
- Coordinates meetings and/or committees with various members of the organization, including clinical and research.
- Assists in the preparation and coordination of department and executive level meetings. May provide guest speaker support and maintain Sharepoint sites associated with these meetings.
- Schedule rooms for training, audits, retreats, and other leadership needs.
- Develops, prepares or completes various project documentation/forms, reports, correspondence, contracts, budget documents, audit reports, graphs, PowerPoint presentations and other related materials, as requested by leadership and end users.
- Provide backup for either Finance and Communications functions (PO support, training & travel, CIO corner, town hall, @CHOP sites, etc.) as needed
- Assists on other efforts as necessary.
- Office Maintenance : Processes incoming/outgoing internal and external mail for the department.
- Ensuring pantry items are stocked.
- Ordering and stocking of office supply closet.
- Hanging appropriate signage in the departments lobby and pantry areas.
- Managing conference room calendars to ensure conflicts do not occur.
- Employee Support and Space Allocation : Responds to ad hoc inquiries, provides information, resolves problems, or refers to others as appropriate.
- Demonstrates the ability to cross-train other team members and to review project work.
- Demonstrates the ability to work independently, as well as to collaborate effectively with a broad range of people to successfully complete projects.
Qualifications: - Intermediate proficiency with office software (Microsoft Office) including word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint)
- Excellent verbal and written communications skills
- Excellent interpersonal skills
- Excellent organizational skills
- Excellent time management skills
- Strong conflict resolution skills
- Ability to maintain confidentiality and professionalism
- Ability to work independently with minimal supervision
- The manager is looking for candidates with a resume that highlights a high comfort level with working a lot of detailed numbers.
- Clinical experience is NOT necessary for this role.
- Experience working in an asset management or accounting firm is highly preferable.
- Must have strong time management and organizational skills, excellent verbal and written communication skills and keen attention to detail.
If this job is a match for your background, we would be honored to receive your application!
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