Administrative Assistant

The purpose of this position is to support the general administrative functions of a wide variety for the assigned work areas including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, travel requirements, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing general office support.

ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

You will:

• Directly support the Legal and Compliance Office and other Director's Office and Enterprise Offices employees

• Manage incoming and outgoing classified visit requests for ARL State College as well as all offsite locations

• Process invoices in the University's financial system

• Coordinate confidential administrative duties for the ARL Director's Office

• Coordinate and reconcile travel accommodations

• Organize, coordinate, and direct daily office activities; assist your supervisor with the resolution of issues or conflicts by researching issues and making recommendations

• Schedule, prioritize, and maintain calendars for routine meetings and special events

• Greet guests, answer the phone on behalf of the Director's Office, and refer/transfer internal and external customers to the appropriate work unit

• Prepare, review, organize, and maintain a variety of security forms, databases, reports, and correspondence

• Purchase supplies, compare vendor costs, establish tax-exempt accounts with various vendors, and order desktop supplies and materials

• Maintain individual employee mailboxes and office addresses

• Maintain and update the organizational chart, create and maintain various employee databases; gather logistics to move employee offices, phone sets/lines, and equipment/furniture

• Initiate requests to Facilities and IT via the Service Desk

Required skills/experience areas include:

• Experience in a business-related or other professional environment

• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)

• Ability to effectively multi-task, prioritize, and work with minimal direction in a fast-paced environment while providing a high level of customer service

• Interactions with senior leadership is a daily occurrence; a high degree of professionalism, self-motivation, discretion, and excellent written and verbal communication skills are necessary to be successful

• Excellent organizational skills

Preferred skills/experience areas include:

• Prior military or government background

• SAP and SIMBA financial systems

• Organizing and providing oversight of office activities

• Exposure to working on high-priority, high-volume projects