Administrator (UAEN Talent)

Job Purpose: To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility.

Key Accountabilities:

Correspondence and Documentation

▪ Composes and types of routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms.

▪ Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.

▪ Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports

▪ Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records.

Visitors and Incoming Calls

▪ Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures.

Meetings

▪ Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed.

▪ Takes minutes or recordings of meetings for distribution to participants.

Information Recording and Archiving

▪ Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.

▪ Enters, retrieves, updates, verifies, and deletes information from electronic files.

Office Supplies

▪ Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that inventory stocks meet demand

Safety, Quality & Environment

▪ Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.

Related Assignments

▪ Performs other related duties or assignments as directed.

Qualifications & Skills:

• High School or Bachelor's Degree
• Minimum of two years of administrative support experience.
• Strong interpersonal, customer service and communication skills.
• Ability to multitask.
• Proficient in Microsoft Office suite and basic computer software programs.
• Knowledge of the organization and composition of letters, minutes, reports, charts, and spreadsheets.