Front Desk/Administrative Assistant

STI; Orlando (FL); On-site; USD 32,000 - 48,000; Full time

Job summary

STI seeks an Administrative Assistant to support the Region Program Office Manager with travel planning, calendar management, and coordination of meetings. You will handle travel reimbursements, prepare vouchers, and act as a back-up for front desk duties.

The role requires strong data entry skills, proficiency in Microsoft Office, and the ability to work independently or with a team to maintain timely workflow.

Qualifications

• Prefer minimum 2 years working as an Administrative Assistant or similar position.
• Data processing, data entry, detail-oriented, ability to work alone as well as with a team.
• Working knowledge in Microsoft Office to include Excel, Outlook, Word and Microsoft Teams.

Responsibilities

• Assist Region Program Office Manager.
• Prepare travel reimbursements.
• Prepare expense reimbursement vouchers.
• Make travel arrangements.
• Maintain calendars and schedule appointments with or without consultation.
• Receive and complete complex work assignments with minimal instruction.
• Organize time and resources to accomplish duties.
• Function as a Procurement Agent for the Program Office and other Departments as needed.
• Serve as a back-up for front desk duties.

Skills

Administrative support

Data processing

Data entry

Teamwork

Time management

Tools

Microsoft Office

Excel

Outlook

Word

Microsoft Teams

Adobe PDF

Job description

• Serves as assistance to the Region Program Office Manager
• Make travel arrangements
• Maintains calendars and makes appointments with or without consultation
• Receiving and completing complex work assignments with a minimum of instruction
• Ability to organize ones time and resources in order to accomplish assigned duties
• Functions as a Procurement Agent for the Program Office and other Departments as needed
• Serves as a back-up person for front desk duties

Candidate Responsibilities

• Serves as assistance to the Region Program Office Manager
• Prepares travel reimbursements
• Prepares expense reimbursement vouchers
• Make travel arrangements
• Maintains calendars and makes appointments with or without consultation
• Receiving and completing complex work assignments with a minimum of instruction
• Ability to organize ones time and resources in order to accomplish assigned duties
• Functions as a Procurement Agent for the Program Office and other Departments as needed
• Serves as a back-up person for front desk duties

Human Resource Duties

• Research, price and purchase office supplies
• Creates vacancy announcements and monitors activity regarding the hiring process
• Collection and pre-screening of applications, creating spreadsheets for analysis of candidates, conducting background and reference checks and processing paperwork for the hiring package
• Monitor and receives, review and approves purchasing card charges in FLAIR at the Level 4 stage
• Coordinates arrangements for various meetings, such as conferences, workshops, committee meetings or other activities; reserves use of rooms, notifies meeting participants of meeting dates/times, coordinates equipment, supplies and room set up
• Assists the training office in organizing in-service trainings, issues certificates, etc.
• Receives and review incoming correspondence that does not require the Manager personal attention and routes complex inquiries to the appropriate personnel. Sorts incoming mail to Program Office.

Skills

Preferred minimum of 2 years working as an Administrative Assistant or similar positions.

Data processing, Data entry, detailed-oriented, ability to work alone as well as working with a team. Responsible with own workload and capacity to maintain workflow in a timely and responsible manner.

Working knowledge in Microsoft Office to include Excel, Outlook, Word and Microsoft Teams. Other computer applications such as Adobe PDF, Windows, Etc.