ADMINISTRATIVE ASSISTANT - SR. SECRETARY - Department Administration

30-00667

Who We Are:

Institute Quality Systems is a dedicated team of professionals committed to ensuring the effectiveness, efficiency, and compliance of internal processes within our organization. We conduct rigorous internal audits to identify opportunities for enhancement and compliance to international standards.

Objectives of this Role:

• Provide secretarial support to the staff of the Institute Quality Systems department; knowledgeable resource for Institute administrative systems and tools, with understanding of how systems interact across sections.
• Represents department on administrative matters; recommends, interprets, and/or implements administrative policies and procedures; proactively identifies administrative, documentation, workflow inefficiencies and collaborates with staff to recommend and implement improvements.
• Handles personnel and financial matters using independent judgment and discretion; anticipates needs, identifies issues before escalation, and takes initiative to resolve or coordinate solutions.
• Directs the activities and administrative protocols followed by clerical and secretarial staff within the department, acts as administrative expert in administrative processes.
• Have a great awareness of department activities and a complete knowledge of SwRI policies and procedures.

Daily and Monthly Responsibilities:

• Answers telephones, routes calls, and takes and delivers messages; maintains and organizes files and databases; generates reports and other materials consistent with desired formatting and organizes data as needed; processes invoices, requisitions, and other SwRI forms.
• Coordinates travel, meetings, appointments, schedules, and department activities.
• Handles a large scope of routine and non-routine administrative tasks with minimum supervision; effectively manages multiple simultaneous administrative tasks and competing priorities in a fast-paced environment.
• Completes proof reading of documents generated by the department and ensures proper formatting (accuracy, clarity, consistency, and formatting); proactively suggests grammatical, structural, and clarity improvements.
• Assists with identifying and implementing improvements to administrative processes, templates, tracking methods, and system usage within the department.

Requirements:

• Requires a high school diploma or equivalent.
• Certified Administrative Professional (CAP) preferred.
• 10 years: Experience in an administrative / secretarial role with strong analytical and critical-thinking skills and the ability to identify process, documentation and communication improvements.
• 10 years: Excellent communication skills and interpersonal skills are required; must have excellent grammar, spelling, and proofreading skills (English language).
• 10 years: High proficiency / extensive experience with Microsoft 365 applications (including WORD, PowerPoint, EXCEL, TEAMS, SharePoint).
• 10 years: Must be a team player; able to work under pressure; a self-starter; able to prioritize workload; excellent work ethics; exercise independent judgment in administrative matters; able to maintain confidentiality.
• A valid/clear driver's license is required.

Special Requirements:

Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. Applicant must be a U.S. citizen.

Job Locations: San Antonio, Texas

An Equal Employment Opportunity Employer: race, color, religion, sex, national origin, disability, and veteran status.

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