Assistant, Program Operations & Audits

American Petroleum Institute•Washington, DC

About The Position

The Assistant, Program Operations and Audit will provide administrative and customer service support to the Monogram/APIQR Program’s licensing/certification and audit assignment teams.

Requirements

Requires 0-2 years of experience in a similar role and subject matter expertise.
Bachelor's degree in relevant area, or other related field equivalent work experience. Some positions may only require an Associates degree/technical diploma, or other related field equivalent work experience.
Proficient with Microsoft applications, especially Word, Excel, Access and SharePoint, with an aptitude to learn other computer programs quickly required.
Strong interpersonal skills required.
Demonstrated ability to research and assimilate information accurately from a variety of sources.
Ability to effectively manage simultaneous assignments with minimal supervision required.
Ability to work in a fast-paced operations environment required.
Attention to detail, exceptional organization, prioritization and time-management skills required.
Customer service aptitude required.
Excellent oral and written communication required.
Ability to follow instructions and adhere to program policies and procedures required.
Ability to understand basic technical concepts.

Nice To Haves

Capacity to solve customer-service-related problems and communicate solutions effectively desired.
Understanding of business processes and workflow coordination a plus.
Familiarity with certification programs, certification schemes, quality management system standards and/or similar program experience - a plus.

Responsibilities

Ensure that the following licensing/certification and audit assignment key functions are completed in a timely manner: Licensing/Certification Correspondence
Retrieve, process and respond to communications from clients and auditors, as appropriate.
Answer telephone calls skillfully and effectively; document, respond and/or relay messages accurately and promptly; identify urgent or priority calls.
Process assigned Lead Process Owner tasks.
Process assigned tasks as Secondary/back-up in the absence of Lead Process Owner.
Conduct research and follow up on customer inquiries regarding upcoming certification, renewal applications and audits, billing questions, late payments, etc.
E-mail, scan and organize incoming/outgoing client documentation.
Track and resolve return postal and email issues.
Licensing / Certification Administration
Maintain meticulously detailed, accurate and up-to-date client and auditor files, electronically.
Maintain all administrative lists and files, ensuring accuracy, accessibility and availability.
Maintain and update myCerts based on program activities and requirements.
Maintain and ensure accuracy of operations database regarding various data input.
Provide support as needed with the administration of program projects.
Participate in IT projects related to development of the myCerts project and evaluation of the impact of program changes on the administrative processes.
Answer audit-assignment-related inquiries via computer-based communication tools and e-mail.
Research inquiries regarding upcoming audits, billing questions, and late payments from facilities.
Retrieve, process, and respond to communications from clients and auditors as appropriate.