The RAND Corporation is seeking an Administrative Assistant for its Information Services & Technology Department (IST). Under limited supervision, the Administrative Assistant will perform complex to highly complex level of administrative duties, execute policies and procedures on behalf of the unit/department and provide guidance and coordination to other support staff in implementing them. He/she will apply judgment, skills and an in-depth knowledge of department/unit practices and procedures. Normal work hours will be 8 AM to 5 PM. Some overtime may be required.
Responsibilities will include:
Assisting the CIO with daily operational tasks
Coordinating IST training courses on a monthly basis and offering customer service to requests and questions about the training program
Prepares Powerpoint presentations
Prepares a variety of letters, memos and reports using spreadsheet or database software
Answers and relays telephone calls or takes messages
Receives and directs visitors
Resolves inquiries via telephone, email, correspondence, or in person
Organizes and coordinates, and monitors tasks to meet deadlines
Coordinates the SharePoint site for multiple IST sites, as assigned
Establishes and maintains files and records
Sends, sorts and distributes mail
Photocopies and faxes information
Schedules and maintains calendar of appointments/meetings and project planner of travel arrangements and itineraries
Plans and schedules on-site and off-site meetings and conferences
Orders and maintains office supplies
Maintains inventory of internal and external supplies and communication materials
Assists staff in various activities such as:
Coordinating information flow
Preparing materials for distribution
Completing and processing expense reports, reimbursements and other forms
Handling and processing sensitive or classified materials
Creating and maintaining databases/files/reports
Reviewing/proofreading and processing proposals, documents, reports, and files
Assists in the preparation and control of records, statistics and reports regarding operations, timelines, deliverables, etc.
Assists in substantive communications with clients, advisory boards, and related activities
May assist in preparation and monitoring of budgets
Performs as support staff mentor and/or as technical resource within group and/or across department
Serves on task force committees and actively contributes to related activities
Works independently to structure project/administrative tasks to obtain required outcome
Demonstrates ability to effectively use and integrate complex software applications in managing/completing workload tasks
Performs other duties as assigned.
Educational requirements: BS/BA preferred
Specific technical skills required:
Advanced knowledge of PC platforms, text-processing, presentation, database, and spreadsheet software applications
Excellent Powerpoint and Excel skills
Strong SharePoint skills preferred
Thoroughly understands data conferencing and has demonstrated use of data conferencing tools
Excellent Outlook Calendaring skills
Good oral and written communication skills
Ability to initiate and draft correspondence
Demonstrated initiative in developing solutions to meet complex administrative/technical needs of work group
Very strong organizational skills
Ability to exercise tact, courtesy, and judgment in working with all levels of staff
Demonstrated team player and effective in role as technical resource and/or mentor
Demonstrated ability to maintain equilibrium and focus in a demanding, fast-paced work environment.
Related experience required: 3-5 years
Location: Santa Monica
Positions open: One
Location: Florida-Pensacola
Company: RAND Corporation
Company Description: The RAND Corporation is a non-profit research organization providing objective analysis and effective solutions that address the challenges facing the public and private sectors around the world.
Company Website: www.rand.org
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06/18/2009
