Social Solutions

Administrative Specialist

US-VA-Crystal City
1 week ago
ID
2017-1182
# of Openings
1

Overview

Social Solutions International, Inc. is a Small Disadvantaged Business. Hispanic and woman-owned, Social Solutions emphasizes quality research and evaluation, training and technical assistance, and institutional support services. We are a mission-driven organization that believes that superior science can improve the world. Social Solutions is dedicated to the creation of social and health solutions to improve the welfare of underserved populations worldwide.

 

The United States Agency for International Development (USAID) has contracted through Social Solutions International to recruit and hire qualified individuals for the following position:

                 

Title: 

Administrative Specialist

United States Agency for International Development/Bureau for Global Health/ Office of the Administrator

 

 

Application Deadline:   Open Until Filled

 

GENERAL DESCRIPTION

The Front Office Administrative Specialist provides high level, diversified and confidential administrative support to the Administrator, Deputy Administrator, Counselor, and/or other Front Office Principal.  The Administrative Specialist also provides support to the Chief of Staff and Deputy Chief of Staff, as required.  The Executive Assistant’s duties range from basic office tasks such as answering multi-line telephones, managing executive correspondence;  to more complex tasks such as researching and summarizing information contained in files, reporting back on meetings, and providing input on special projects.  The individual must be motivated and proactive and should be able to rank tasks in order of priority and track impending deadlines as well as handle multiple tasks simultaneously.  To perform this job successfully, the individual must be able to perform each essential duty listed below. 

 

SPECIFIC DESCRIPTION

The Front Office Administrative Specialist provides administrative support to the Administrator, Deputy Administrator, Counselor, and/or other Front Office Principal.

Responsibilities

  • Provide direct administrative support and assistance to the Administrator, Deputy Administrator, Counselor, and/or other Front Office Principal.
  • Liaise with agency senior leadership of bureaus and independent offices on behalf of Front Office principals on specific requests and information gathering.
  • Act as team player ensuring that priority activities and responsibilities are carried out, including backstop support in the absence of other office staff or providing assistance in other comparable positions within the Office of the Administrator.
  • Work with Front Office leadership and teammates in the management, planning, and execution of long and short term calendar events and invitations.
  • Exercise control over and responsibility for the Principal’s calendar, in consultation with other members of the Front Office leadership team and relevant Special Assistants.
  • Work with the Office Manager to prepare, track, and reconcile all travel related expenses for the Principal.
  • In consultation with the Scheduling Team and Special Assistant to the Administrator, schedule, reschedule, and prioritize meetings and appointments, including the management of associated travel.
  • Help execute special and high profile events, including high level meetings, as directed.
  • Field routine and periodic internal and external inquiries regarding the organization’s activities, internal administrative procedures, and (as appropriate) the schedules of the Principal.
  • Diplomatically communicate with various stakeholders and relay their equities in an impartial and professional manner to Front Office Principals.
  • Identify and recommend procurement actions for equipment and supplies used to support food services and special event programs in coordination with Front Office leadership.
  • Assess the urgency and importance of situations and take appropriate action without supervision.
  • Serves as one of the first points of contact for the Principal, including screening of all calls and greeting all high level and interagency visitors, to include hospitality and escort service.
  • Route communications, including official correspondence and memoranda, in consultation with the Special Assistant to the Administrator and as directed by the Chief of Staff and Deputy Chief of Staff.
  • Make photocopies, send faxes and e-mails, and perform other routine office duties on an ad hoc basis.
  • Other duties as assigned.

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required:

  • The position requires a BA and a minimum of 3-5 years of professional office experience, or a Masters’ degree with a minimum of 1-2 years of professional experience.
  • Excellent communication skills
  • Ability to obtain and maintain a Secret level clearance

 

REQUIRED LANGUAGE SKILLS

The requirements listed below are representative of the knowledge, skill, and/or ability required:

  • Oral and written communications skills and the ability to read, analyze, and interpret general business periodicals is required.
  • The ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public is required.
  • Strong interpersonal communications skills and the ability to work effectively with teams is essential.

 

REQUIRED MATHEMATICAL SKILLS

The requirements listed below are representative of the knowledge, skill, and/or ability required:

  • The candidate must possess the ability to work with mathematical concepts such as probability and statistical inference, ability to apply concepts such as fractions, percentages, ratios, and proportions to reports and financial tracking systems.
  • The ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals is required.

REQUIRED REASONING ABILITY

The requirements listed below are representative of the knowledge, skill, and/or ability required:

  • The ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form is required.

 CERTIFICATES, LICENSES, REGISTRATIONS

  • None required.

 PHYSICAL DEMANDS

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is frequently required to sit, stand and walk.
  • The employee must occasionally lift and/or move up to 20 pounds.
  • Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

 WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

  • The Front Office Administrative Assistant will work in a fast-paced environment in an active office.

Social Solutions International offer competitive salaries and comprehensive benefits. Please submit your resume online at www.social solutions.biz

 

Social Solutions is an Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, sexual orientation, gender identity or any other characteristic protected by law.

                 

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