Assoc. II, Administrative Services

About this role

Job Description

Role Summary The Associate II, Administrative Assistant provides proactive, high-quality, flexible, and reliable administrative support to SCIS team members at Band 500 and below.  This role assists with administrative functions relating to organization and communication across the team and ensures the efficient operation of the department and its team members. In addition to supporting the daily functions of the team, the role supports various department-related committees and meetings that enhance the department and further its goals.

Responsibilities and Primary Activities • Manages calendars, prepares correspondence and reports, and reliably handles confidential and politically sensitive issues.

• Often serves as an initial point of contact for and liaison to outside visitors, clients, and vendors.

• Coordinates and performs multiple tasks while understanding the project principles and technical skills related to own work assignments.

• Prioritizes work activities with some supervision.

• Supports the use of Teams, SharePoint sites and department databases.

• Schedules interviews.

• Coordinate hiring and on-boarding of new hires. 

• Handle resignations/off-boarding.

• SAP experience processing purchase orders, payment requests, and vendor add forms, as well as ability to run reports within SAP.

• Concur experience for processing expense reports.

• Communicates and interacts effectively with Our Company executives and internal/external clients both onsite and remotely to maintain workflow.

• Participates in special projects within the division or area with some supervision .

• Able to deal with difficult situations and people diplomatically and effectively.

• Experience scheduling complex travel arrangements, including multi-leg domestic and international travel.

• Experience with visa and passport processing.

• Experience with event planning and coordination.

• Extraordinary attention to detail.

• Outstanding communication and people skills.

• Experience with financial and budget tasks.

• Proactively takes initiative.

Required Education, Qualifications, Skills, & Experience Education • Required: High School Diploma

• Preferred: Advanced education or certifications (e.g., Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification).

Required Experience, and Skills: • 5+ years of administrative assistant experience.

• Advanced ability using Microsoft Office Suite (Outlook, Word, Excel, Power Point) and ability to operate other peripheral devices.

• SAP experience processing expense reports, purchase orders, payment requests, and vendor add forms, as well as ability to run reports within SAP.

• Ability to handle simultaneous assignments.

• Extraordinary attention to detail.

• Strong communication and people skills.

• Collaborative, adaptive, & flexible.

Preferred Experience and Skills: • Willingness and capability to explore and experiment with technology including, AI, data bases, etc., highly preferred.

• Event Planning/Coordination experience.

• Experience using databases and generating reports .

• Coordinating Travel, Domestic and International.

#MSJR

The salary range for this role is: $68,000 - $107,000

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to relevant education, qualifications, certifications, experience, skills, geographic location, government requirements, and business or organizational needs.  

The successful candidate will be eligible for annual bonus and long-term incentive, if applicable.  

We offer a comprehensive package of benefits. Available benefits include medical, dental, vision healthcare and other insurance benefits (for employee and family), retirement benefits, including 401(k), paid holidays, vacation, and compassionate and sick days.

Required Skills: Email Management, Interpersonal Relationship Management, Inventory Management, Multitasking, Processing Expense Reports, Project Coordination, Project Prioritization, Travel Coordination Preferred Skills: Technological Experience, Technological Innovation Current Employees apply HERE

Current Contingent Workers apply HERE

US and Puerto Rico Residents Only:

Our company is committed to inclusion, ensuring that candidates can engage in a hiring process that exhibits their true capabilities. Please click here if you need an accommodation during the application or hiring process. As an Equal Employment Opportunity Employer, we provide equal opportunities to all employees and applicants for employment and prohibit discrimination on the basis of race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or other applicable legally protected characteristics.  As a federal contractor, we comply with all affirmative action requirements for protected veterans and individuals with disabilities.  For more information about personal rights under the U.S. Equal Opportunity Employment laws, visit:

EEOC Know Your Rights EEOC GINA Supplement​

We are proud to be a company that embraces the value of bringing together, talented, and committed people with diverse experiences, perspectives, skills and backgrounds. The fastest way to breakthrough innovation is when people with diverse ideas, broad experiences, backgrounds, and skills come together in an inclusive environment. We encourage our colleagues to respectfully challenge one another’s thinking and approach problems collectively.

Learn more about your rights, including under California, Colorado and other US State Acts

San Francisco Residents Only:  We will consider qualified applicants with arrest and conviction records for employment in compliance with the San Francisco Fair Chance

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