Total 187 administrative clerical job vacancies in atlantic city new jersey

Job description

• Receiving visitors and guests by greeting, welcoming, directing them appropriately.
• Answering and transferring calls to respective department/staff if necessary.
• Perform administrative and clerical tasks such as document preparation, handling incoming and outgoing correspondence.
• Maintaining office/pantry’s supplies/inventory and restock in advance.
• Liaise with suppliers/vendors and building management for any related issues.
• Maintaining office cleanliness, tidiness and safety precautions are in order.
• Manage schedule and tidiness of meeting room.
• Handling corporate meals such as contact suppliers, ordering, receiving and etc.
• Ad-hoc task assigned by superior.

Requirement:

• At least with diploma certification.
• Fresh graduates are welcome.
• Proficiency in MS Office (Excel, Word, and PowerPoint, in particular).
• Observant and alert to detail.
• Proficiency in English, Mandarin, and Bahasa Melayu with listening, speaking, reading, and writing.
• Preferred applicant who can communicate in Mandarin.

Job Info

• Operations hours are from Monday to Friday, 8.00am to 5.00pm.
• Free daily breakfast and luncheon.
• We offer attractive benefit perks to the successful candidates.

Perks & Benefits

• Nearby public transport
• Central location
• Medical insurance
• Dental Insurance
• Health Screening
• Vision Benefit
• Corporate Meals
• Corporate Events
• Open culture
• Personal development opportunities

職位描述

• 透過問候、歡迎、適當引導來接待訪客和客人。
• 如有需要，接聽電話並將其轉接到相應部門/員工。
• 執行行政和文書任務，例如文件準備、處理傳入和傳出的信件。
• 維護辦公室/食品儲藏室的用品/庫存並提前補充庫存。
• 就任何相關問題與供應商/供應商和建築管理人員聯絡。
• 保持辦公室清潔、整潔，並做好安全預防措施。
• 管理會議室的日程安排和整潔。
• 處理公司餐食如聯絡供應商、訂購、收貨等。
• 上級臨時指派的任務。

要求：

• 至少有文憑認證。
• 歡迎應屆畢業生。
• 熟練使用 MS Office（尤其是 Excel、Word 和 PowerPoint）。
• 善於觀察，對細節保持警覺。
• 精通英語、華語和馬來語，具備聽、說、讀、寫能力。
• 能用國語溝通的優先申請人。

職位資訊

• 營業時間為週一至週五，上午 8 點至下午 5 點。
• 每日免費早餐和午餐。
• 我們為成功的候選人提供有吸引力的福利待遇。

津貼和福利

• 附近的公共交通
• 中心位置
• 醫療保險
• 牙科保險
• 健康檢查
• 視力益處
• 公司餐點
• 企業活動
• 開放文化
• 個人發展機會

Major duties include but is not limited:

• Develop and execute all business operations and administrative functions within the BHSL and its diverse programs.
• Provide support, guidance, and training to leadership as well as front-line staff on administrative issues.
• Develop, implement, maintain, apply, and continuously improve infrastructure (processes, policies, tools, etc.) for effectively managing administrative operations within the service.
• Responsible for monitoring the Service's performance on business and administrative functions regarding quality, efficiency, effectiveness, and patient satisfaction; to identify opportunities for improvement; and to design and carry out improvement initiatives when opportunities are identified.
• Develops, gathers, collates, manages, analyzes, interprets data regarding the Service's operations.
• Conducts robust business analyses of proposed courses of action (feasibility studies, business case analyses, make/buy analyses, risk assessments, etc.) and uses these to inform business decisions and to advocate for resources.
• Primary point of contact and technical subject matter expert on VA performance measures for which the Service has primary responsibility.
• Developing and interpreting guidance on Behavioral Health business operations.
• Manages quality assurance and compliance initiatives for the Service and its programs.
• Provides administrative expertise and support to program coordinators in their duty to maintain compliance with accreditation standards established by the Joint Commission, the Commission on the Accreditation of Rehabilitation Facilities (CARF), and other relevant regulating bodies.
• Directs administrative projects and develop tools or reports through delegation of subordinate administrative staff.
• Monitors quality controls and data validation on products produced from Behavioral Operations Department staff.
• Sets workload goals and timelines for completion.
• Uses technical expertise and advanced informatics experience to train and assist staff overcome administrative challenges.
• Independently develops, plans and carries out the projects through delegation to subordinate administrative staff and selects the approaches and methods to be used in solving problems according to a broad understanding of the BHSL objectives, priorities and deadlines.
• Manage the Service's multi-million-dollar budget, monitoring expenses, tracking budget execution functions, analyzing, and forecasting funding requirements, identifying cost saving opportunities, preparing budget proposals, and advocating for needed resources.
• Provides ACOSBH and program coordinators with continuous appraisal of the utilization and status of fund control points assigned to their programs.
• Serves as an Approving Official for Government Purchase Card acquisitions.
• Monitors contract performance and serves as the primary Contract Officer (COR) for the service.
• Responsible for planning and organizing the administrative work of the assigned section, estimating costs, coordinating with staff and line management personnel, conducting all phases of the work and resolving problems independently in accordance with applicable precedents and his/her independent assessments of the needs of the Service Line and sections/departments.
• Responsible for managing service-level resources and providing oversight of the management of program-level resources by program managers and coordinators.
• Manages the Service's physical resources, including equipment, vehicles, and physical space assigned to the Service.
• Studies and conveys to leaders within the Service, facility, and VISN, the administrative impact of proposed changes to policies, strategic goals, and other initiatives.

Major duties include but is not limited:

Administrative Management

• Manages the overall leadership and direction of the Facilities Management Service (FMS) administrative section.
• Serves as the principal advisor on all administrative management matters associated with the service programs and operations, including collaborative efforts with other clinical and nonclinical services.
• Supervises one GS-0503-06 Budget Technician; one GS-0303-05, Program Support Assistant; one WG-5703-06 Motor Vehicle Operator, and one GS-0303-06 Administrative Support Assistant.
• Use extensive knowledge and skill in carrying out administrative functions for a full range of functional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, administrative laws, policies, regulations, and precedents applicable to the administration of local, regional, and national programs.
• Compiles statistical data and performs analyses as required by the Chief, other services, and SORCC management such as shop statistical work order data to track trends and spikes, trend overtime, customer satisfaction, turn ins and other items.
• Prepares analyses such as high-level briefs and point papers to executive management including annual management brief and executive reviews.

• Oversees FMS fiscal activities. Reviews the annual budget submission and justification prepared by the Budget Technician and makes recommendations to the Chief. Responsible as the Approving Official for the IFCAP budget control system in FMS.
• Develops, establishes, and oversees methods to forecast annual budget/costs (approximately $2.5 million), and implements cost effectiveness and efficiency in all activities, to arrive at lower expenditures and resulting in improved budget estimates.
• Provides advice to management and program personnel on FMS finance issues.
• Manages budget formulation and execution for a changing budget of administrative expenses, analyzes budget calls, reviewing guidelines and instructions and then debriefs, educates, and oversees the administrative staff on any changes or information required.
• Justifies requests for reprogramming as necessary; oversees and reviews financial reports and resolves discrepancies with the appropriate accounting office and assures that all expenditures are properly authorized and documented.
• Prepares studies and reports to ensure cost effectiveness and maintains a close liaison with Fiscal Service resolving any fiscal problems.

• Provides FMS management with assistance in projecting staffing needs through data collection and initial analysis, the execution of their personnel responsibilities (classification, employee relations, performance requirements, upward mobility, recruitment coordination and documentation requests, and processing training requests).
• Responsible for ensuring that all VA OIG, Joint Commission, and CARF standards are met and appropriately incorporated into FMS policy and procedure.
• Develops file manager routines to provide meaningful data for use by station management in evaluating the utilization of their space.

• Supervises four employees in FMS providing technical and administrative supervision to a unit of GS-6, GS-5 and WG-06 employees.
• Ensures that his/her employees conduct themselves in a manner that is compliant with the standards of the Facilities Management Service and the VA.
• Oversee daily, weekly, monthly, and project-by project as necessary to ensure highest possible efficiency of performance. Incumbent shall establish and plan work priorities and deadlines relying on traditional schedules and methods creating new schedules and methods when necessary to achieve applicable goals.
• Oversees the entire Fleet management program at VA SORCC which is approximately 66 vehicles and is a mix of VA-owned and GSA-leased vehicles.
• Gives advice, counsel, and instruction to employees on both work and administrative matters.
• Resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to higher level supervisor or manager effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.
• Carries out Equal Employment Opportunity policies and program activities.
• Assures safety and housekeeping practices are observed; and maintains work reports and records.
• Approves, plans, and establishes overall leave schedules, and provides recommendations for promotion or reassignment of subordinates.

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION**

Duties include but may not be limited to the following:

Administrative Management:

• Provides for the overall administrative management of the Mental Health Service.
• Advises, plans, develops, implements, and evaluates administrative processes and programs such as contract management, funds management, clinic flow, clinic scheduling,
• staffing efficiency, labor mapping, access, strategic planning, and communication across the Service Line.
• Manages a variety of administrative functions, including the Service appointment calendar, distribution and dissemination of incoming mail, internal controls, records management, publication, and forms management.
• Ensures inquiries, correspondence, and actions are addressed in a timely fashion following established templates, suspense timelines, or other process as appropriate.
• Develops performance metrics and process measurement methods - collecting data from various sources; analyzing data; developing reports; and providing guidance to the Service Chief and other clinical staff.

• Analyzes resource needs and makes recommendations based on staffing needs, approval of individual expenditures for all non-recurring items; approving and preparing all requests for funding, etc.
• Performs analysis of budget requests by employing techniques such as cost-benefit analysis, program tradeoffs, and explorations of alternative methods of funding to ensure that program objectives are met.
• Coordinates equipment needs with internal and external staff, research specific equipment needs, how it will be used, obtains quotes, conducts market research, obtains, and justifies approvals, communicates with contracting and coordinates delivery and installation.
• Serves as the Contracting Officer Representative (COR) for medical service contracts needed for the provision of essential patient care within the Medical Center and CBOCs.

• Administers and oversees all aspects of personnel management within the Service.
• Provides advice on interpretation and application of a variety of human resources policies, practices, and procedures that affect the Mental Health Service Line.
• Directs recruitment and onboarding activities, research and input for market pay development and reviews, and other personnel administrative tasks.
• Reviews and maintains personnel action requests, awards, promotions, and supervisors' disciplinary action documentation.
• Maintains files and documents on all personnel actions, coordinating actions with appropriate staff or supervisor, monitoring current and projected personnel actions, and providing continuous status updates.

• Conducts data research and analysis on specific programs and incentives such as book ability, cost outliers, and contract management items.
• Performs review and analysis of productivity data, developing action plans that lead to improved performance and/or productivity and implementation of improved management controls.
• Develops short- and long-range plans to ensure programs and services support objectives and are synchronized with facility and VHA goals and requirements.
• Develops, conducts, or directs special studies to resolve problems that arise (or could potentially arise) related to new or altered program requirements or resources issues, providing the basis for planning, organizing, and controlling both day-to-day and long-term operations of the Service.

• Plans and directs the activities of subordinates and managing training and support needs to assure an appropriate work environment.
• Provides oversight of the day-to-day work completed by subordinates. Sets and prepares schedules for completion of work.
• Develops performance plans and evaluates the performance of direct reports.
• Provides administrative oversight and guidance (not supervision) over the performance of the clinical subordinates as the direct extension of the Mental Health Service Chief.
• Gives advice, counsel, and instruction to employees on both work and administrative matters.
• Hears and resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager.
• Performs other related duties as assigned.

The Mental Health Service provides a wide array of complex specialty care programs, including Primary Care Mental Health Integration (PCMHI), Mental Health Clinic (MHC), Mental Health Intensive Case Management (MHICM), Psychosocial Rehabilitation & Recovery Centers (PRRC), PTSD Clinical Team (PCT), Substance Abuse Residential Rehabilitation Treatment Program (SARRTP), Substance Treatment Outpatient Program (STOP), Suicide Prevention, Intimate Partner Violence Assistance Program (IPV), Acute MH Inpatient Unit, as well as the associated training programs.

Administrative Management:

• Provide for the overall administrative management of the Mental Health Service.
• Responsible for advising, planning, developing, implementing, and evaluating administrative processes and programs such as contract management, funds management, clinic flow, clinic scheduling, staffing efficiency, labor mapping, access, strategic planning, and communication across the Service Line.
• Monitor administrative performance and suspense actions.
• Develop performance metrics and process measurement methods - collecting data from various sources; analyzing data; developing reports; and providing guidance to the Service Chief and other clinical staff.
• Identify the linkage in complex systems and diverse processes in order to obtain efficiencies that improve quality of care while balancing improvement of operational performance and conservation of resources.
• Review documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate in order to maintain suspense controls on actions such as project milestones, progress reports, funding accomplishments, and compliance strategies.
• Maintain continuous liaison and communication with staff to ensure assigned actions are handled within prescribed time limits and that responses conform to procedural and substantive requirements.

• Administer and oversees all aspects of personnel management within the Service.
• Provide advice on interpretation and application of a variety of human resources policies, practices, and procedures that affect the Mental Health Service Line.
• Direct recruitment and onboarding activities, research and input for market pay development and reviews, and other personnel administrative tasks.
• Review and maintain personnel action requests, awards, promotions, and supervisors' disciplinary action documentation.
• Maintain files and documents on all personnel actions, coordinating actions with appropriate staff or supervisor, monitoring current and projected personnel actions, and providing continuous status updates.
• Review related reports and analyzes trends to identify deficiencies or discrepancies and recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions.

The Supervisory AO is the focal point to resolve the administrative needs of the MHSL such as space, supplies, personnel adjustments, workload adjustments, and temporary coverage, expansion of clinical program justifications, data collection, data analysis, etc. Administration will focus on this position for management information, reports, dissemination of information, and the direction of the MHSL's established short term and long-term strategic goals and mission.

MAJOR DUTIES ADMINISTRATIVE OVERSIGHT/OFFICE ADMINSTRATION - 65 PERCENT

The Supervisory AO performs administrative tasks at an independent level that is supportive and contributes to the overall functioning of the MHSL. The Supervisory AO is able to coordinate the large variety of administrative tasks expected of the MHSL direct care providers, support staff, supervisors, program directors and service line chief. The Supervisory AO engages collaboratively with MHSL and other Medical Center staff daily. The Supervisory AO provides consultation and guidance on matters that improve effectiveness, efficiency and access for Veteran to Mental Health services. These matters include but are not limited to assisting MHSL staff to review and analyze data and prepare reports and presentations. The Supervisory AO utilizes organizational skills and reporting mechanisms to develop effective and reproducible systems to manage items such as Task/Action Items and MHSL inventory. The Supervisory AO works effectively with the Quality Management service and other internal stakeholders to operationalize best practices and remain compliant to accrediting bodies. Through the understanding and utilization of systems redesign the Supervisory AO will be able to identify leading and lagging indicators for performance and satisfaction and communicate them regularly. The Supervisory AO serves as the personnel management expert for the MHSL, performing or overseeing the full range of human resources requirements. S/he makes recommendations relating to various personnel policy issues and advises the MHSL Chief and other Supervisors of personnel management matters and problems for clinical and administrative staff. The incumbent provides ongoing guidance and oversight for day-to[1]day administrative operations of the programs. The Supervisory AO assists MS administration with the Human Resource Management System (HRMS) in areas of personnel recruiting, promotion, training, equal opportunity employment, disciplinary action, performance evaluation, terminations, reassignments, and all other human resources related matters. The Supervisory AO provides advice and assistance to supervisors, program directors and staff concerning federal and agency personnel processes and procedures by interpreting human resources regulatory, policy, and procedural requirements.

BUDGET AND FINANCIAL MANAGEMENT - 25 PERCENT

The Supervisory AO provides budget formulation and/or execution for the MHSL budget; prepares a variety of budget analyses; and maintains budget records. Provides support in budget formulation for all fund control points assigned to the MHSL. Incumbent recommends and advises on budget needs, based upon the analyzing and evaluating historical data, market trends, and medical center priorities, etc. Reviews budget calls and explains schedules and data requirements to MS administration. S/he advises MS administration of the practical and technical aspects of the budget.

SUPERVISION - 10 PERCENT

Provides technical and administrative supervision of the Secretary, Clinic Coordinator, and Supervisory MSA within the service line. Plans work to be accomplished by subordinates, sets and adjusts short and long-term priorities, and prepares schedules for completion of work. Assigns work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignment, and the capabilities of employees. Evaluates work performance of subordinates. Gives advice, counsel, or instruction to employees on both work and administrative matters. Interviews candidates for positions in the unit; recommend appointment, promotion or reassignment to such positions. Identifies development and training. Find ways to improve production or increase the quality of the work directed. Develops performance standards for subordinates

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday 8:00am-4:30pm
Telework: AD- HOC.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD031950 and PD031951

The primary function of this position is to perform administrative support, personal management, budget review and analysis, resource monitoring and data input for all correspondence and communication support for the Pharmacy Service.

Duties include but are not limited to:

• interpreting administrative policies defining administrative requirements.
• Providing advice to the Chief on related issues.
• Administratively supports pharmacy leadership and program coordinators.
• Timekeeping.
• Assisting in the procurement of office supplies.
• Helps with the management of the pharmacy reverse distribution process.
• TMS super-user and Shares drive/SharePoint updating.
• Data mining and analysis needed to support the Pharmacy.
• Service's emerging needs or patient care issues.
• Captures and collate all non-formulary review data.
• Assists with planning, reviewing, or revising policies and procedures that impact Pharmacy Service operations.
• Serves as the administrative resource and clearing point for personnel management activities.
• Drafts functional statements.
• Prepares position/function/organizational charts to ensure that they reflect the evolving program changes. Anticipates vacancies and prepares proposals for request for hiring authority.
• Reviews and analyzes statistical reports and budget requirement to include IPPS review and payment.
• Monitoring and controlling of budget allocations and expenditures.
• Analyzes status of equipment/funds and reviews justification for additional equipment/funds as well as the transfer of funds between control points.
• Responsible for conducting annual equipment inventory and advises leadership on the requirement and procedures for acquisition, repair, and disposal of equipment.
• Ensures equipment requests are adequate, appropriate, and required for service operation.

• This position is a NAGE Bargaining Unit position.
• May be required to attend conference at other facilities or other VA sites on occasion.
• Current and former Federal employees must submit copies of their most recent SF-50 (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• This position is in the Competitive Service.
• Time-in-Grade Restriction: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements. The grade may have been in any occupation but must have been held in the Federal service.
• Veterans' preference does not apply for other current permanent Federal agency employees.

As a Medical Administrative Officer, GS-0301-12, you will serve as the Senior Medical Officer for the entire installation, including tenant unit(s) and Geographically Separated Units (GSU) with responsibility for directing and managing all medical administrative functions including medical support, medical operations, force health management, force health protection, healthcare management, and related health applications.

This role provides administrative support for various tasks, such as basic scheduling, travel arrangements, expense reporting, invoicing, purchase orders, and general assistance to one or more managers within a group, office, or business unit. Familiar with a variety of the field's concepts, practices, and procedures. Works under moderate supervision. This role requires the skills and ability to partner with leaders on confidential matters and communicate effectively and appropriately with internal resources, clients (where applicable), and other parties in a global and virtual working environment.

• Provide support in general administrative tasks such as but not limited to filing, encoding, maintaining, and sorting files and documents.
• Managing shared mailboxes including but not limited to email correspondence and basic scheduling.
• Prepares, generates, and maintains reports, spreadsheets, presentations, and other necessary documents as required, in response to and in anticipation of the department’s needs.
• Prepare, review, submit, and track expense reports for reimbursements.
• Enter, track, coordinate, and process departmental invoices for payment.
• Updates and secures Salesforce data to ensure accuracy, completeness, and usability for business operations.
• Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management.
• Reroute documents to other approvers when necessary.
• Conduct online research or other types of research for onshore partners..
• Answering customer inquiries, maintaining client records, performing research on financial products such as stock investment, and providing administrative support to the stakeholders as needed.
• Preparing and/or monitoring compliance and/or correspondence requirements
• Processing Certificate of Insurance and ensuring correctness of data. (COI)
• Process travel bookings such as air, land, hotel, and other necessary bookings suitable to stakeholders' needs.
• Virtual coordination with suppliers and vendors.
• Maintain the SOP/DTP of current processes and assist with documentation updates as required.
• Maintain confidentiality and a high level of professionalism in all interactions and when handling sensitive information.
• Relies on experience and judgment to plan and accomplish more complicated goals. Completes tasks independently and receives guidance on new assignments or atypical matters.
• Perform and accomplish the responsibilities listed above with moderate guidance of Team Lead.

Duties listed are at the full performance level of the position, duties will be developmental in nature when filled below the full performance level.

• Serves as the primary administrative point of contact and administrative services advisor for Aztec Ruins National Monument and Chaco Culture National Historical Park.
• Works with park managers to program, track, analyze, and manage budgets and expenditures of financial account.
• Performs a variety of administrative procedures, including payroll timekeeping, travel administration, procurement, purchasing, property management, record keeping, note taking, and document processing.

Employee maintains office records in accordance with established procedures including field notes, correspondences, and reports, etc., such as accident reports, training forms, and safety meetings. Distributes and controls incoming and outgoing packages, mail, and materials delivery and requisitions office supplies and related materials or services. The Clerk receives, returns, and directs telephone calls providing complete and clear information. Employee possesses a comprehensive knowledge of commonly used software including word processing, spreadsheet and database programs.

This role provides administrative support for various tasks, such as preparation of reports, charts, and other presentation materials, inventory of office supplies, timekeeping duties and maintenance of files, databases and archives of relevant records to one or more managers in a department or group in an organization. This role works under general guidance and supervision.

• Provide support in general administrative tasks such as but not limited to filing, encoding, maintaining, and sorting files and documents.
• Prepares, generate, and maintain reports, spreadsheets, presentations, and other necessary documents as required, in response to and in anticipation of department’s needs.
• Prepares, reviews, submits, and tracks Stakeholder’s expense reports for reimbursements
• Enters, tracks and processes departmental invoices for payment.
• Processes timesheet approval, submission and Oracle Time Adjustments (OTA) (including approvals, transfers and cost center changes) for employees.
• Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management.
• Process and submit ServiceNow IT ticketing.
• Process and purchase orders for office supplies, including IT hardware and software services. Conduct online research or other types of research for onshore partners.
• Reroute documents to other approvers when necessary.
• Perform other related functions, projects and duties as assigned.
• Maintain confidentiality and a high level of professionalism in all interactions and when handling sensitive information.
• Receives guidance and training on well-structured assignments relying on instructions and established procedures and may be relied on to solve routine problems/issues.
• Perform and accomplish the responsibilities listed above under the general guidance and supervision of an SME or Team

Interested applicants are invited to apply directly at the NUS Career Portal

Your application will be processed only if you apply via NUS Career Portal

We regret that only shortlisted candidates will be notified.

Job Description

The Health Intervention and Policy Evaluation Research Centre (HIPER) (https://hiper.nus.edu.sg/) at the SSHSPH, NUS, is seeking to hire a highly organized and detail-oriented research assistant to support both administrative and financial functions within our research program.

This hybrid role will assist with a variety of administrative tasks, including scheduling, documentation, and communication, while also providing financial support in areas such as budget tracking, expense processing, and financial reporting.

The successful candidate will be proactive, capable of managing multiple tasks simultaneously, and eager to contribute to the success of the research program.

Key Responsibilities

Administrative Support:

• General Office Management:Provide administrative support, including scheduling meetings, and preparing meeting agendas.
• Event Coordination: Help coordinate events, workshops, and courses, including managing and tracking applications, tracking payments, booking venues, preparing materials, managing participant lists, and liaising with participants.
• Communication: Serve as a point of contact for internal and external stakeholders by managing the HIPER email account, responding to inquiries and providing timely information related to the HIPER department.
• Travel & Logistics: Assist with the coordination of travel arrangements, accommodations, and reimbursements for staff and guest speakers.

Financial Support:

• Budget Assistance: Support budget monitoring and tracking of expenditures for the research program. Ensure that financial transactions align with the approved budget.
• Invoice & Payment Processing: Process invoices, track payments, and maintain records of financial transactions, ensuring timely and accurate payment for internal transfer, guest speakers, and contractors.
• Expense Reconciliation: Assist with reconciling program-related expenses, credit card statements, and receipts.
• Financial Reporting: Assist to prepare basic financial reports, including monthly expenditure summaries and budget forecasts, to facilitate financial oversight and decision-making.
• Reimbursements: Process reimbursement requests, ensuring proper documentation and adherence to policies.

Cross-functional Support:

• Record-Keeping: Maintain an organized filing system for both administrative and financial documents, ensuring all documents are up-to-date and easily accessible.
• Data Entry and Reporting: Input and update data, maintain spreadsheets, and generate summaries and reports as needed to support activities and program management.
• Ad-Hoc Support: Assist the Center Manager and other staff with ad-hoc administrative and financial tasks as required to support the smooth operation of the program.

Working Conditions:

• Full-time position (42 hours per week).
• Standard office hours with occasional flexibility for program-related events or deadlines.
• On-site work
• The position is for one year but can potentially be extended.

How to Apply:

To apply for position, kindly share your CV and a cover letter that covers the following:

• Why you want this role and how it will further your long-term career aims
• How you meet the requirements of this post
• Your MBTI personality (https://www.16personalities.com/free-personality-test)

Qualifications

Qualifications:

• Education: Bachelor’s degree in Administration, Accounting, Finance, Business, or related field preferred.
• Experience: Previous experience in administrative or finance roles is desirable but not required. Those with no experience are welcomed to apply, especially those with a background in business administration or finance.
• Skills:

1. Strong organizational and time-management skills
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
3. Basic understanding of financial processes and budgeting
4. Excellent written and verbal communication skills
5. Familiarity with accounting software (e.g., QuickBooks, Excel, SAP) is a plus
6. Strong attention to detail and ability to maintain accurate records
7. Ability to multitask and prioritize effectively in a fast-paced environment