Senior Administrative Assistant

Requirements

• Provide administrative support to departmental management and staff as assigned.
• Assist with all clerical support and administrative functions (e.g. incoming and outgoing mail, electronic correspondence, data-entry, etc.).
• Manage calendars and accounts such as WebEx, PTO, and help troubleshoot issues.
• Coordinate travel arrangements and assist with any expense reports.
• Register department personnel for external seminars/conferences.
• Work with other administrative staff to identify and plan support for the departments and staff during times of absence.
• Collaborate with administrative staff from other departments to develop consistent processes and practices, where applicable, to improve efficiencies and effectiveness.
• Foster a culture of continuous improvement.
• Provide support for internal, external, council and events.
• Schedule meetings and assist creating and distributing meeting agendas and relevant documentation.
• Troubleshoot conference room equipment when not working properly and that all relevant staff are trained on proper use and assist as needed with meeting setup.
• Take meeting minutes.
• Enter and assist with meeting action items.
• Distribute and/or post final meeting minutes.
• Coordinate beverages, lunches and snacks as requested.
• Ensure office equipment and supplies are maintained.
• Maintain department office supply inventory and order additional supplies when necessary.
• Coordinate ordering and setup of computer, phone, and any needed equipment for new employees.
• Maintain departmental equipment inventories where applicable (e.g., equipment).
• Ensure that office equipment is working properly and provide training on equipment use.
• Assist with new employee activities.
• Maintain and track PTO, mWorks and Travel calendars where applicable.
• Help create and maintain departmental policies and procedures.
• Assist tracking and scheduling of annual performance reviews where applicable.
• Maintain departmental organization charts.
• Coordinate new employee workspace, equipment, and onboarding activities.
• Coordinate employee termination activities, personal and Starkey property.
• Assist with interview activities in coordination with HR and hiring managers.
• Assist departments with purchasing materials and relevant transactions.
• Order parts and/or supplies through Oracle, online and external vendors.
• Prepare Purchase Orders in Oracle and assist with order tracking as needed.
• Maintain any departmental ordering forms and ensure receipts are received for any purchases.
• Manage corporate credit card receipts and reconcile credit card accounts monthly
• Other duties/responsibilities as assigned

Benefits

• medical, dental and vision insurance
• 401(k) retirement plan with company match
• company-paid life and short-term disability insurance
• long-term disability insurance
• employee assistance plan
• hearing aid benefits
• Paid Time Off
• paid holidays
• paid floating holidays
• paid volunteer service day
• paid paternity and maternity leave
• tuition reimbursement