Assistant Jobs

About The Position

Requirements

• H.S. Diploma or Equivalent
• 5 Years in support of a department or supervisor or projects
• Advanced office software applications skills and experienced user of office and desktop publishing applications e.g. power point, Excel spreadsheet creation, and other presentation software to create presentations and some analysis, and collaboration platforms e.g. Microsoft Teams.
• Proven experience producing various forms of business correspondence - e.g. business letters, memos, written and statistical report documentation for production.
• Proven mathematical skills to collect, manipulate and analyze financial or statistical data.
• Good project management and organization skills.
• Excellent verbal, written communications and interpersonal skills.
• Ability to give instructions and clearly explain any type of problems or situations.

Responsibilities

• Respond to all forms of inquiries by seeking the appropriate resources for resolution.
• Develop relationships with internal personnel or departments, vendors or customers to follow-up with issues, obtain services, or finalize plans or agreements.
• Act as the department or functional liaison for purchasing, payroll, facilities, equipment or I/S activities.
• Manage upkeep of manuals or education materials.
• Maintain department mailing lists, various logs e.g. mail, visitors, licensing logs.
• Assist management with maintenance of Policies and Procedures, documentation revisions and recording of meeting minutes.
• Use various database software to create routine and non-routine reports, presentation materials or documents.
• Use advanced software programs e.g. spreadsheets, graphics to create or generate documents, web pages or articles, statistical reports or tables, graphics presentations, or educational materials requiring data collection, mathematical manipulations, or information research.
• Perform data entry into databases e.g. time and labor.
• Ensure data integrity of unit databases, reports or documents.
• Create draft or final written correspondence for management review.
• Communicate instructions from management or other personnel to staff to expedite workflow through the department or project and perform all necessary follow-up to problems.
• Enter information, articles, or reports into department or functional web sites.
• Use various advanced software tools to create non-routine or ad hoc reports, documents or presentation materials for meetings, seminars, education or events.
• Assist management with budget development, expense tracking.
• Provide direct input of data or creation for various reports to assist in the budgeting process.
• Assist management or project team to meet financial goals of the department or project and/or related accounts payable/receivables.
• Identify problems and propose resolutions to management.
• Manage limited funds disbursement for the department without management immediate approval.
• Act as functional or department liaison for project(s) and/or supervisor(s).
• Act as the dept trainer for specific skills or be responsible for simple data management, research or reporting.
• Manage the department or manager’s schedules and calendars.
• Make travel arrangements/accommodations for management or personnel, room scheduling, communications of itineraries etc.
• Resolve scheduling conflicts.
• Create the necessary communications and send to all personnel regarding meetings, classes, seminars etc.
• Monitor deadlines and ensure deadlines are met and proper arrangements made for presentations and necessary presentation materials.
• Monitor department activities and/or act as a project lead.
• Participate in a routine or special project committee or be responsible for summarizing meeting results for all participants.
• Take initiative towards problem resolution by being pro-active and propose possible resolutions and changes to project leadership or management.
• Perform other duties as assigned.