Admin Assistant

Job Title: Admin Assistant
Duration: 6 months (possible extension)
Location: Dallas TX 75246

JOB SUMMARY
The Admin Assistant supports individuals, large teams or department directors. Collects, reviews and analyzes data and prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine inquiries from external or internal sources with own correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. May be responsible for creating reports and distributing on a regular schedule.

ESSENTIAL FUNCTIONS OF THE ROLE
-Accurately and rapidly prepares a variety of routine communications, reports, forms and correspondence. Coordinates production (formatting, copying, etc.) and dissemination of materials, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
-Manages vendor invoices to ensure that the client and vendor billing is accurate and handled in a timely manner.
-Schedules, organizes, and operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. Takes meeting minutes and disseminates to appropriate parties.
-Answers and screens phone calls for the office or department; routes calls as appropriate within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner. Determines and takes appropriate action as required.
-Greets visitors, guests and/or employees promptly and courteously; ascertains their needs and provides assistance in accordance with established policies and procedures or, if unable or unqualified to assist, promptly refers to the appropriate party or department.
-Plans and schedules calendar(s) based on consultation, resolve calendaring conflicts, and arranges travel in compliance with Organization policies.
-Monitors supply levels and orders; accordingly, receives, stores and distributes supplies. Performs service and maintenance activities related to minor equipment (i.e., changing ribbons, toners, calling repairmen, etc.).
-Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures.

KEY SUCCESS FACTORS
-Knowledge of office procedures.
-Able to provide consistently excellent customer service with empathy, patience and confidence.
-Able to maintain the confidentiality of sensitive and confidential information obtained through the course of completing assignments.
-Interpersonal skills to interact with a wide-range of constituencies.
-Skilled in document management, including sorting and filing techniques, and records retention to maintain accurate records.
-Able to communicate thoughts clearly; both verbally and in writing.
-Must be able to read, write and follow instructions and flow chart protocols.
-Able to maintain a calm and helpful attitude, even under times of stress, and take appropriate and reasonable steps to resolve issues.
-Able to work carefully, with a high attention to detail.
-Advanced computer skills, including but not limited to: typing, information security, electronic medical documentation, hand held scanning and email.
-Proficient with MS Office suite including Word, Excel, PowerPoint.

The information contained in this job description is intended to describe the essential job functions required of those assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, knowledge, skills, and abilities needed to perform the job. Please note that management retains the right to assign or reassign duties and responsibilities to this job at any time. The ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service delivery, integrity, and the ability to work productively as a member of a team or work group are basic requirements of all positions at ***.

Education: H.S. Diploma/GED Equivalent
Experience: 2 Years of Experience

Working Conditions
Physical Requirements: Sitting in a comfortable position with frequent opportunity to move about. Examples: executive, management and Productarial positions.
Environment: Located in a comfortable indoor area. Examples: executive, management and Productarial positions.
Respiratory Category: Job tasks do not involve exposure to respiratory particulates and the use of respiratory protection is not a condition of employment.?
Hazard 1, 2 or 3: OSHA Bloodborne Pathogen Category 3: Tasks that involve no exposure to blood, body fluids, tissues, or other potentially infectious materials and Category 1 tasks are not a condition of employment.
Hazard 4: Tasks that involve, or may involve, exposure to OSHA regulated substances as stated in SDS.