Associate Administrative Job Description
Associate Administrative Duties & Responsibilities
To write an effective associate administrative job description, begin by listing detailed duties, responsibilities and expectations. We have included associate administrative job description templates that you can modify and use.
Sample responsibilities for this position include:
Associate Administrative Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Associate Administrative
List any licenses or certifications required by the position: HVAC, CPR, AED, MFT, BLS, IAT, NCAA
Education for Associate Administrative
Typically a job would require a certain level of education.
Employers hiring for the associate administrative job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Business, History, Faculty, Office Management, Management, Associates, Business/Administration, Supervision, Graduate
Skills for Associate Administrative
Desired skills for associate administrative include:
Desired experience for associate administrative includes:
Associate Administrative Examples
Associate Administrative Job Description
- Outgoing calls for specific assignments
- Preparing and updating all necessary databases / contact lists
- Coordinating with brokers / colleagues on a variety of meetings and events
- Prepare mail packages / arrange for messenger service (with front desk’s assistance)
- Prepare & send any networking, marketing &/or informational mailers
- General typing & email correspondence
- Handling Copies, Faxes, Scanning, & Filing
- Assist team Associates on any administrative tasks as needed
- Arrange and oversee quarterly visits of funder program officers with supervisor
- Collect and add new material for Rajagopal and Powernet websites
- Detail Oriented Strong Written, Analytical & Oral Communication skills Self Motivated
- Ability to work Independently on fast paced team
- Team player who can multi task
- Ability to work in a fast paced and dynamic sales oriented environment
- Excellent computer skills with proficiency in the use of MS Office (Word, Excel, PowerPoint)
- Technical aptitude towards learning and using ISM, cheque printing software and the online deposit system
Associate Administrative Job Description
- Responds to inquiries providing information requiring comprehensive knowledge of university policies and procedures
- Prepare purchasing requisitions, with attention to funding terms and conditions
- Prepare complex travel reimbursement transactions
- Assist with arrangements for repairs, work orders and other operational functions
- Manage purchasing card and travel card as verifier and account reconciler
- Be responsible for all package shipping and receiving, including notifications and special arrangements as needed
- Oversee printer and copy machine operations, troubleshooting as needed
- As needed, support department activities such as meetings, seminars and classes with scheduling, vendor, and other logistical requirements
- May be asked to work in different office setting occasionally to support other administrative staff
- Act as Petty Cash Custodian
- Assist with office errands as needed
- Represent the program or function within the department, unit or school, and to external constituencies
- Independently implement and administer day-to-day activities of the unit, function or program
- Administer and support programs or functions under general supervision
- Draft and manage contracts with researchers, authors, reviewers, and all vendors including hotels, conference venues and caterers
- Familiarity with Stanford financial systems highly desired
Associate Administrative Job Description
- Proactively manage Officers’ calendars
- Prepare memos and create presentations
- Support postdocs, grad students and undergraduates in the laboratories by processing appointments and updates, visa requests, and entering paylines
- Perform donor/fundraiser data entry and generate donor/fundraiser reports
- Provide support for the Heart Ball and Heart Walk events including sponsorship tracking, contract management, matching gifts and other donations
- Assist Director in preparing for committee meetings as needed
- Oversee all logistics associated with Heart Ball and Heart Walk events
- Manage email communication, social media, registration and vendor recruitment for Heart Health Seminar & Research Reception event
- Assist with Go Red For Women events which includes setting up, managing the booth, logistics and coordination
- Liaise with internal and external vendors
- Troubleshoot building and participant related issues
- Responsible for scheduling and maintaining calendar bookings
- Code and process expense accounts and all outside invoices for payment
- Minimum of 3 years work experience in a business or office environment
- Provide customer service by helping department staff with financial transactions
- Plan and coordinate unit office moves and/or minor renovation projects
Associate Administrative Job Description
- May supervise interns and temporary staff
- Schedules meetings on behalf of multiple individuals
- Oversees and/or performs duties associated with scheduling, organizing, and operating meeting and events
- Maintains Dean’s office supply inventory
- Collects and records data
- May act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature
- Act on behalf of the faculty in regards to establishing priorities and identifying and resolving problems that are administrative in nature
- Coordinate postdoctoral and research staff appointments which may include processing visas as required
- Serve as the primary point of contact for the OFPM Project Management and Space Planning teams, including tracking all information and project requests from the work control desk and assigning requests to project managers and space planners
- Responsible for the purchasing/tracking of technology items such as phones, computers & peripherals, and software applications for all OFPM staff, including new employee set up
- Provide administrative support to all OFPM staff during the absence of existing support staff (vacation, sick or employee transition)
- Administer and design online surveys as necessary
- Compose and draft documents for presentations and other communications
- May perform human resources transactional support, time cards and/or I9s
- Responsible for managing and coordinating behavioral education meetings, courses or trainings, which includes scheduling facilitators, rooms, and the actual participants updating course content and preparation of materials as needed
- Manages the on-call resources made available to our Community Directors on Call our Managers on Duty
Associate Administrative Job Description
- Executes a variety of office administrative and/or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policies and procedures in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by supervisor, and investigating, evaluating and resolving problems within scope of position
- Executes a variety of office administrative support activities for supervisor such as creating correspondence as assigned, responding to inquiries, interpreting and explaining established policies and procedures, summarizing reports and information to facilitate review by supervisor, and investigating, evaluating and resolving problems within scope of position
- Work with PI and expert consultants to prepare PowerPoint presentations for multidisciplinary team meetings to review progress made in specific activities
- Weekly review of progress of project activities, and review of supporting documentation
- Liaise with extramural expert consultants to generate reports and regulatory documents, monitoring of project expenditures, organizing and preparing project documentation for funding and regulatory organization (i.e., FDA, IRB, animal care review boards)
- Schedule appointments, conduct check-in procedures, and assist patients with relevant paperwork (case history, insurance, HIPAA, medical records)
- Handle phone calls, electronic communication, and correspondence regarding clinical inquires, insurance verification, and related tasks
- Assist faculty, staff and graduate students with clinical operations
- Develop competency with clinical scheduling and billing software
- Receive cash/check/credit card payments, post payments and charges and reconcile daily cash receipts
- HIPPA training
- Manage calendars for multiple directors, using Microsoft Outlook
- Provide oversight of administrative staff and student workers
- Plan and arrange meetings, events, and/or luncheons and communicate arrangements to appropriate parties
- Create and manage regular meeting agendas
- Arrange necessary travel reservations and itineraries for multiple directors