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    Administrative Coordinator - Austin, United States - Ultimate Staffing Services

    Ultimate Staffing Services
    Ultimate Staffing Services Austin, United States

    3 weeks ago

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    Description

    Job Description

    Job Description

    We are seeking a versatile individual to fulfill the role of Administrative Support Specialist. In this position, you will be responsible for providing comprehensive administrative support across multiple programs within our organization. Your duties will include coordinating advisory committees, managing schedules, assisting with budgets and reports, preparing various documents, handling procurements, maintaining filing systems, and managing office supplies.

    **Key Responsibilities:**

    Coordinate administrative support for various policy and programmatic committees, including agenda preparation, meeting scheduling, and minutes documentation.

    Maintain schedules of grant and program deliverables, ensuring timely completion.

    Assist program staff with budget management, report generation, and correspondence.

    Prepare, edit, and distribute divisional documents, including memos, letters, spreadsheets, and reports.

    Handle procurements for goods and services, from requisition preparation to invoice processing.

    Compile and edit data for presentations, charts, graphs, and databases.

    Manage paper or electronic filing systems, ensuring accuracy and compliance with record retention policies.

    Coordinate office supply orders and maintain inventory.

    Assist with travel arrangements and prepare necessary documents.

    Provide receptionist duties, including greeting visitors, responding to inquiries, and directing calls.

    **Requirements:**

    Minimum of two years of clerical, secretarial, or administrative experience.

    High school diploma or equivalent.

    Preferred: Administrative Assistant Certificate or similar certification.

    Knowledge of file management systems and budgeting.

    Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint).

    Familiarity with Adobe Acrobat Pro for PDF editing and assembly.

    Strong communication skills, both oral and written.

    Ability to effectively use office equipment and online meeting software.

    If you are a proactive individual with strong organizational skills and the ability to work independently, we encourage you to apply for this position.

    All qualified applicants will receive consideration for employment without regard torace, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

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