Administrative Specialist

SPECTRAFORCE; Denver (CO); On-site; USD 40,000 - 70,000; Full time

Job summary

SPECTRAFORCE seeks an Administrative/Education Specialist to enhance educational initiatives through effective planning and operations. This full-time role encompasses organizing events, managing communications, and providing IT and administrative support. Ideal candidates will possess strong organizational skills and a bachelor's degree, with a proactive and teamwork-oriented approach.

Benefits

Medical insurance

401(k)

Vision insurance

Disability insurance

Qualifications

• Minimum of 2 years of professional office experience.
• Ability to work independently and collaboratively.
• English proficiency – speaking, reading, and writing.

Responsibilities

• Assist with planning education initiatives and logistical management for events.
• Support administrative and billing functions.
• Manage registration and promotional materials for virtual and in-person events.

Skills

Organizational skills

Interpersonal skills

Team-oriented

Pressure handling

Social media knowledge

Education

Bachelor’s degree

Tools

MS Word

MS Excel

MS PowerPoint

Website editing software

Job description

This range is provided by SPECTRAFORCE. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$40,000.00/yr - $70,000.00/yr

Direct message the job poster from SPECTRAFORCE

Lead Recruiter at SPECTRAFORCE Technologies. Innovative Staffing Solutions | A.I.-Enhanced Operations | Global Impact

Title: Administrative/Education Specialist

Job Type: Permanent (Direct Hire)

Summary:

• At the direction of the Education Department Head, assist with planning and executing education initiatives, including marketing, client communication, and IT support for virtual educational offerings, which create and sustain a competitive advantage for the Firm. Atthe direction of the Chief Operating Officer, assist the Administrative Team and legal department teams with operational aspects of the Firm.
• Plan and handle logistics for educational events, including management of the webinar vendor for virtual events (weekly) and venue management for in-person events (if any).
• Distribute promotional and educational material in advance for the Firm’s virtual events, manage registration, review and edit PowerPoint presentations, produce certificates of CE credits post-events, and produce reports upon request.
• Coordinate with other team members to ensure smooth operations of Education components, including ensuring the Firm's social media platforms are utilized related to Education—Firm newsletter, Facebook, Twitter, YouTube, LinkedIn, and Instagram.
• Execute blast emails regarding Education initiatives and events, and update the Firm's contact database based on bounced communications and unsubscribe notifications received.
• Ensure marketing (internally/externally) of the Firm’s Education offerings on a consistent basis.
• Assist with budget preparation related to Education initiatives, monitor educational expenses, and manage the collection of fees from attendees for paid events.
• Provide support to the Firm’s IT functions, which may include assisting with new client intake conflict checks, updating client credentials for the Firm’s proprietary status report app, and performing help desk IT functions Firm-wide to include troubleshooting equipment and virtual access for employees before deploying the IT Manager or outsourced IT support team.
• Provide support to the Firm’s billing functions, which may include responding to client requests for invoices or past-due balances via phone/email communication, opening and properly coding incoming payments, and other client billing components as needed.
• Provide support to the Firm’s accounting functions, which may include reconciling large-scale vendor invoices with client costs advanced billing entries, entering/reconciling credit card expenditures with a recoupment software application, collecting W-9s from payees to facilitate the Firm’s use tax transmittal, and the Firm’s 1099 reporting.
• Provide back-up to other support staff as needed, which will include production of mass mailings and court pleading production, client billings, and large-scale projects requiring intensive formatting and Styles usage in Microsoft Word.
• Assist other Department Heads and the Chief Operating Officer as directed.
• Consistent and on-time attendance is required.

Qualifications and Skills:

• Bachelor’s degree and a minimum of 2 years of professional office experience.
• Strong organizational skills, with strengths in identifying efficiencies.
• Friendly and team-oriented, with a sense of urgency in external/internal client servicing.
• Ability to work under extreme pressure and meet tight deadlines.
• Ability to work independently as well as collaboratively, and to network with others.
• Ability to prioritize and manage multiple tasks simultaneously.
• Willingness and ability to adjust schedule to be present during after-hours events.
• Knowledge of MS Word, Excel, PowerPoint, and website editing software such as FrontPage, HTML formatting, Photoshop, etc.
• Social media knowledge is helpful, including Facebook, Twitter, YouTube, LinkedIn, and Instagram.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to proofread typed material for context, grammar, typographical accuracy, and spelling.
• Excellent interpersonal skills necessary to communicate verbally in person, by email, and by telephone, and to effectively follow instructions from a diverse group of clients, attorneys, and staff while providing accurate and timely information.
• Ability to keep accurate time records.
• Experience with Practice Master, Excel, Worldox, and Outlook is a plus.
• English proficiency – speaking, reading, and writing.

ADA:

• Must be able to remain in a stationary position for long periods of time.
• Must be able to focus on a computer screen for multiple hours at a time.
• Must be able to move and lift items up to 40 lbs. and climb ladders to retrieve/restore items.

* Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.*

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative, Marketing, and Management

• Industries

  Law Practice, Legal Services, and Office Administration

Referrals increase your chances of interviewing at SPECTRAFORCE by 2x

Inferred from the description for this job

Medical insurance

401(k)

Vision insurance

Disability insurance

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