Research Associate (Administrative Assistant)

Southern Company•Wilsonville, AL

2d•Onsite

About The Position

This role provides essential administrative support to the Director of the National Carbon Capture Center (NCCC) and functional managers. Key responsibilities include managing calendars, reconciling expenses, coordinating travel, and handling various administrative duties such as organizing meetings and events. The position also involves serving as a department timekeeper, managing union-covered employee time entry, and ensuring compliance with government and company regulations. Additional duties include managing safety glasses accounts, procuring supplies, providing purchasing support, maintaining department documents, and ensuring adherence to company procedures. The role may also involve backup support for other administrative personnel and special projects.

Requirements

3 years of related experience.
Advanced administrative skills necessary to support director-level leadership, including written and verbal communication, customer service, calendar management, meeting coordination, travel arrangements, expense reporting, invoice processing, and professional phone etiquette.
Strong organizational and time-management skills with the ability to prioritize multiple assignments, manage competing deadlines, and support multiple leaders.
Knowledge of timekeeping and recordkeeping processes and government compliance requirements.
Strong proficiency with Microsoft Office products and the ability to learn and support new systems, procedures, and programs.
Ability to interact professionally with employees, leadership, external vendors, customers, and support personnel at all levels of the organization.
Strong listening skills, attention to detail, and the ability to exercise sound judgment and discretion.
Ability to anticipate needs, solve problems proactively, and make independent decisions within established guidelines.
Excellent interpersonal and customer service skills.
Active team player with a collaborative work style.
Positive attitude and willingness to support a broad range of administrative and operational needs.
Demonstrated initiative and willingness to take direction.
Strong attention to detail and commitment to accuracy.
Ability to maintain confidentiality and handle sensitive information appropriately.
Dependable, adaptable, and responsive in a dynamic work environment.

Responsibilities

Provide administrative support to the Director of the National Carbon Capture Center (NCCC) and functional managers, including calendar management, expense report reconciliation, and travel coordination (flights, hotel accommodations, ground transportation, and meals).
Perform various administrative duties, including coordinating meetings and events, arranging catering, and managing room setup and breakdown.
Serve as department timekeeper with responsibility for government project time entry, record retention, and submission in accordance with government compliance requirements.
Administer and manage union-covered employee time entry processes, ensuring timely and accurate reporting and compliance with applicable labor agreements, payroll requirements, and company procedures.
Reconcile government expense reports as directed by government compliance requirements.
Manage SCS and APC prescription safety glasses accounts, including employee enrollment, account maintenance, vendor coordination, order processing, and issue resolution.
Procure and maintain office and breakroom supplies and coordinate office maintenance activities.
Provide purchasing support, including purchase requisitions, invoice submission, tracking, and reconciliation.
Maintain department documents and support records management and retention efforts.
Ensure adherence to Southern Company administrative, accounting, safety, and compliance procedures.
Provide backup support to other administrative personnel as needed.
Perform special projects and miscellaneous administrative assignments as directed.