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Temporary Associate, Admin
Job Description:
- Provide routine administrative support to the CSI department and team members
- Complete assigned administrative tasks according to established procedures, instructions, and timelines
- Prepare, organize, and distribute routine documents, correspondence, forms, and other materials
- Enter, update, and maintain information in department systems, databases, spreadsheets, and records
- Organize and maintain department files, records, documents, and information
- Assist with scheduling meetings, appointments, and department activities
- Prepare meeting materials, organize documents, reserve meeting space, and handle routine administrative needs
- Perform routine data entry, tracking, and preparation of reports or spreadsheets
- Process routine administrative requests and correspondence, communications, and follow-up
- Support department purchasing and financial activities, including invoices, expense reports, and purchasing requests
- Assist with travel arrangements, expense reporting, supplies, materials, and department resources
- Respond to routine administrative questions and refer out-of-scope questions appropriately
- Create and maintain team HWEAT/OLBI survey accounts in NetForum
- Create staff polls using established tools and processes
- Create and organize new cohort folders in SharePoint
- Provide basic backup technical assistance and escalate issues as appropriate
- Organize and maintain files on the R drive
- Prepare cohort schedules and coordinate Zoom meeting logistics
- Initiate and update cohort end-of-program report templates
- Enter, organize, and maintain cohort end-of-program data in SmartSheet
- Coordinate with faculty and vendors to place cohort food orders
- Uphold the organization’s talent philosophy and values
- Perform other duties as assigned
Requirements:
- Minimum 3 years of administrative, clerical, customer service, or related experience
- Equivalent combination of education and experience may be considered
- Experience performing administrative, clerical, data entry, or other office support tasks preferred
- Previous experience interacting with internal and/or external customers or stakeholders
- Demonstrated experience managing multiple priorities
- Basic to strong verbal and written communication skills
- Basic to strong computer skills and proficiency with commonly used business applications
- Proficiency in Google Suite, Microsoft Office Suite, and Zoom
- Accurate, detail-oriented, and organized
- Ability to follow established procedures, instructions, and processes
- Ability to prioritize and complete assigned tasks within established timelines
- Ability to maintain accurate records and information
- Ability to communicate effectively and professionally with department team members
- Ability to learn department-specific processes, systems, and responsibilities
- Ability to ask questions and seek guidance when needed
- Ability to maintain confidentiality and handle sensitive information appropriately
- Ability to satisfactorily complete a background check clearance
- Must provide proof of eligibility to work in the U.S. and be authorized to work for any employer in the U.S.; employment visa sponsorship is unavailable
- Ability to meet physical requirements including frequent sitting, standing, walking, reaching, repetitive hand motions, prolonged desk work, and operation of standard office equipment and keyboards
- Sufficient visual acuity and auditory ability to perform job duties
Benefits:
- Generous paid time off
- Low-cost health plans for medical and mental health services
- Dental insurance
- Vision insurance
- Company-paid life insurance
- Company-paid short-term disability insurance
- Retirement savings program with employer matching and additional company contribution
- Alternative and flexible work arrangements supporting work/life balance
