• Serves as the principal advisor to the Associate DDFO regarding the implementation of administrative efforts, with a focus on compliance, thoroughness, accuracy, completion, and consistency with other units, with responsibility for communicating, implementing, and streamlining logistics, any actions or information related to correspondence control, travel, office management, project management, automation, and other functions.
• Plans, develops, and executes administrative management functions for the Associate DDFO. Works closely with the Field Admin Manager and Office of Field Administration (OFAS) staff, as well as with supervisory staff subordinate to the Associate DDFO. Manages a variety of administrative and other functions on behalf of their supervisor, to include incoming and outgoing correspondence, records management, documentation and forms management, standard operating procedures, internal controls, and paper and electronic files management. Maintains comprehensive databases, to include SharePoint, to store, organize, and search information used to make decisions and prepare reports, and then communicate work products as relevant. Assures that internal systems and procedures for carrying out administrative functions meet the requirements of balancing costs, benefits, productivity, and effectiveness.
• Conducts studies, surveys, and interviews to gather information necessary to formulate policies, procedures, and strategies on behalf of the Associate DDFO. Explores solutions to problems and recommends action based on the results of studies, surveys, and individual interviews which impact the administrative operations of the agency. Defines administrative and functional responsibilities and reporting consistent with operational policies.
• Provides administrative planning and oversight for various special and continuing or day-to-day programs, including the maintenance and use of calendars and scheduling.
• Maintains continuous liaison and communication functions with other managers and senior leaders to ensure that assigned tasks are handled within prescribed timeframes and that responses conform to procedural and substantive requirements. Consolidates data and reviews to ensure that goals and objectives, timeframes, and acceptability are met. Aligns communications from the Associate DDFO to national priorities and procedures consistent with guidance from the DDFO, OFAS, and HQ.
• Reviews and evaluates tasks on behalf of the Associate DDFO including memos, reports, studies, fact sheets, job aids, information papers, and other files, for overall quality, appropriate levels of coordination, consistency, logic, soundness of any recommendations, grammar, and compliance with policy. Must be capable of articulating the reasons for changes to managers and other senior staff in order to facilitate timely and accurate revisions. Requires a thorough understanding of FMCS mission, vision, values, and goals, in addition to regulations, guidance, policies, directives, and precedent related to the program area in order to establish and maintain standards.
• Performs a variety of administrative functions in support of FMCS service delivery. The incumbent works with the Office of Human Resources (OHR) and field leadership to ensure that recruitment actions and vacancy announcements are coordinated and tracked appropriately. Ensures the proper onboarding of new employees and offboarding of departing employees with OHR and the OFAS.
• Keeps the Associate DDFO informed of any new or revised administrative policies, regulations, directives, and procedures that affect the organization. Maintains office-specific SharePoint sites and associated file structures to organize and communicate relevant information, documents, and decisions.
• Analyzes and reviews documentation procedures and controls, files, directives, forms, records control and disposal procedures and office automation and performs equivalent management information studies of limited scope and impact on the agency.
• Completes special projects assigned by the Associate DDFO to evaluate and recommend ways to improve work operations and programs. Develops supplemental reports, studies, investigations, or additional data to ensure that appropriate facts are presented to their supervisor for future evaluation and necessary management action. Develops and recommends changes in program objectives, operations, emphasis, and resource utilization. Remains apprised of new developments of management techniques, methods and procedures used to investigate, analyze, and evaluate information concerning the management process. Recommends solutions to specific problems of development and implementation of policies/procedures to facilitate accomplishment of objectives and to prevent duplication of effort.

The major duties of the Administrative Officer position include, but are not limited to, the following:

• Supervise a team to ensure administrative services of the business office is successful.
• Responsible for keeping the organization's revenues and spending in balance.
• Oversee the successful formulation, implementation, tracking and close-out of all interagency agreements, contracts, and task agreements.
• Participate on the management team and ensures all administrative services to managers and program staff are implemented.
• Facilitate studies to explore solutions to operations challenges. Develop and manage standard operating procedures and ensure compliance.

• Serves as an Administrative Officer for the US Army Corps of Engineers, in a Contingency Organization, performing a variety of duties relating to management of administrative and personnel services programs.
• Serves as the principal advisor to the Commander and subordinates in the areas of office support services, administration, personnel management, document control, logistics, and a variety of other administrative matters.
• Provides guidance and advice to all District staff administrative personnel, on the full range of administrative support services.
• Prepares and submits administrative reports and updates to Commander.
• Oversees the overall supply needs, services, material movement, real property, and budget for the District.
• Establishes and maintains manpower and financial records/controls necessary to monitor resource execution.

• Serves as an Administrative Officer for the US Army Corps of Engineers, in a Contingency Organization, performing a variety of duties relating to management of administrative and personnel services programs.
• Serves as the principal advisor to the Commander and subordinates in the areas of office support services, administration, personnel management, document control, logistics, and a variety of other administrative matters.
• Provides guidance and advice to all District staff administrative personnel, on the full range of administrative support services.
• Prepares and submits administrative reports and updates to Commander.
• Oversees the overall supply needs, services, material movement, real property, and budget for the District.
• Establishes and maintains manpower and financial records/controls necessary to monitor resource execution.

• Assist the Director and Senior Staff in coordinating, scheduling, and prioritizing meetings, visits, appointments, agendas, and travel requirements.
• Support planning and coordination of Directorate events, seminars, workshops, retreats; provide site coordination, including audio/visual equipment support, hybrid/virtual arrangements, documentation, and meeting announcements and communications.
• Coordinate with other administrative assistants within the Directorate to ensure timely, accurate, and consistent support for the Director and Senior Staff.
• Serve as the Directorate lead for records management. Identify, update, maintain, and catalog records for management systems. Provide retention schedules for records.
• Lead the implementation of administrative management policies. Interpret and provide advice to employees and managers on policies and regulations pertaining to administrative matters, including travel.
• Support Diversity, Equity, Inclusion, and Accessibility (DEIA) initiatives in the Directorate and facilitate DEIA topic discussions with the Senior Staff.
• Manage Center access for foreign nationals, as required.
• Manage budget and purchasing of Directorate supplies and materials, maintain financial records.
• Foster a culture of engagement, diversity, inclusiveness, excellence and innovation. Champion NASA's commitment to Diversity, Equity, Inclusion and Accessibility to create an environment that promotes a commitment to safety, integrity, and teamwork.

This position is located in the Office of Chief Counsel. As a Attorney-Advisor (General Administrative Law), GS-0905-13/14, your typical work assignments may include:

• Providing legal counsel on all activities and matters involving immediate and long-term Homeland Security (DHS) initiatives, operations, programs, and policies.
• Advising and serving as liaison to DHS and FLETC staff, as appropriate. Is recognized as the FLETC legal expert in the subject matters of real property, environmental law, tort claims, and standards of conduct law (ethics).
• Serving as legal consultant to the highest levels of FLETC management, including the Chief Counsel, recommending approaches to legal issues where precedents and prior interpretations must be innovatively adapted.
• Developing, or overseeing the development of, legal positions, legislative proposals, regulatory documents, policies and operations that involve significantly broadening or restricting agency activities affecting the agency's security posture and the public interest, and recommending legal approaches regarding novel issues for which the importance of the legal action/position as precedent is highly significant.
• Advising clients at the Assistant Director (AD) level and is responsible for responding directly to the ADs/Deputy Assistant Directors (DADs) and their staffs with immediate assistance. Recognizes issues with national and/or international importance and is
  responsible for providing relevant information directly to the Chief Counsel, Deputy Chief Counsel, the ADs and/or other senior staff.
• Providing written and oral counsel, legal reviews, opinions, regulations or decisions in the application of the U.S. Constitution, federal laws, legislation, or policies to programs conducted or assisted by DHS components, and to DHS policies.
• Serving as an attorney on the staff of the Deputy Chief Counsel to provide legal advice concerning the statutory and regulatory basis for environmental compliance, real property transactions, standards of conduct (ethics), tort claims and internal agency regulations and policies.
• Providing assistance to Department of Justice attorneys representing the agency in tort, environmental, and real property legal actions.
• Serving as the agency subject matter expert in the Federal Tort Claims Act, and the Military Personnel and Civilian Employee Claims Act.
• Providing legal review and advice concerning employee compliance with federal standards of conduct (5 C.F.R. part 2635). Responsible for the administration of the agency's training of federal employees on the federal standards of conduct and providing such training to agency employees. Such training includes oral and written presentations, and use of electronic media.
• Providing advice on all environmental and occupational health issues and statutes such as the Resource Conservation and Recovery Act, National Environmental Policy Act, the Clean Water Act, the Endangered Species Act, National Historic Preservation Act, Toxic Substance Control Act, the Occupational Safety and Health Act, and state and local statutes and regulations implementing the federal programs.
• Managing the agency's tort claims act process to ensure proper research, analysis, and advice is presented to the agency decision authority. Remains proficient in the principles of tort law.
• Providing legal review and advice to the agency's Training Accident Investigation Team to ensure reports thoroughly analyze the incident, accurately convey the cause of accident, and present realistic, future preventive measures, all in the context of a report which may not be privileged from public disclosure. Serves as the legal advisor to the accident investigation team.
• Developing legally sound approaches regarding sensitive matters, such as privacy and civil rights and liberties of the staff, and delicate personnel and other matters. May be assigned other legal actions in the Office of Chief Counsel practice area to include labor and employment law, Freedom of Information Act and Privacy Act matters, or any other legal issue arising from the FLETC's operations.
• Representing OCC in conferences and meetings with representatives of other FLETC Directorates and offices, and federal, state, and local governmental entities, regarding legal matters of interest.
• Serving as the subject matter expert to the FLETC client organizations within his/her subject matter area. May provide technical legal and administrative supervision to various working groups.

The Assistant Coach is responsible for planning, programming, coordinating, supervising, managing, directing and/or reviewing all activities for their assigned area of responsibility. Responsible for advising the Coach on the daily operation of their team to include reporting daily operational problems and needs to achieve goals and objectives of the Veterans Contact Center (VCC) VBA benefits programs as they relate to the VCC.

Under the supervision of the Coach, the incumbent leads individuals in performing the work of the Legal Administrative Specialist/Public Contact Representation (LAS/PCR) position. Exercises supervisory authorities and responsibilities, as delegated, involving work assignment and review, as well as the administrative and personnel management functions relative to the staff supervised. Duties include but are not limited to:

• Performs the administrative and personnel management functions relative to staff supervised.
• Observes workers' performance; demonstrates and conducts work performance critiques.
• Develops work improvement plans for the team, recommending personnel actions as necessary.
• Provides advice and counsel to employees related to work and administrative matters.
• Reviews and approves or disapproves leave requests to maintain appropriate staffing levels for the division.
• The incumbent ensures performance plans for all assigned employees are properly created and utilized.
• Utilizes the division's employee recognition and award program.
• Mentors team employees, addresses individual learning needs and effectively offers feedback to identify and correct deficient areas. Provides or arranges technical training necessary for the accomplishment of individual and team tasks.
• Resolves personnel complaints or disciplinary problems with assistance from the Coach and/or call center manager.
• Responds to calls transferred to the supervisory escalation queue or the Legal Administrative Specialist (Contact Representative) needs assistance in providing a response.
• Resolves calls received at this level by either answering the call immediately or by taking responsibility for "call back." But referring calls of greater difficulty/not easily resolved to the Coach.
• Inspires, motivates, and guides others toward goal accomplishment, coaches, mentors, and challenges subordinates.

• Applies knowledge of management principles, common business practices, administrative regulations, guidelines, and analysis of multiple programs for PM&RS
• The incumbent plays a critical support role in maintaining and coordinating internal review systems and records management to assure both clinical and administrative activities follow agency and accrediting and regulatory requirements.
• Responsible for ensuring compliance with Departmental guidelines involving outside professional activities for remuneration.
• Monitors PM&RS for compliance with the standards of external bodies and accrediting agencies and responds to internal actions for noncompliance with VHA Directive or Medical Center Policy.
• Provides service level reports, completes requests for operational data, and recommends remedial actions as necessary.
• Writes, reviews, and revises policies, as appropriate, coordinates timely responses as required for written formal and informal correspondence on behalf to the PM&RS service line, to include PATSR, VISN Suspense, Congressional and White House Hotline inquiries.
• Provides fund control oversight and budgetary data support duties that require the analytical ability, judgment, discretion, and knowledge of a vast array of programs in the PM&RS Service.
• Provides direct supervision to subordinate administrative personnel within the PMR&RS Service Line.
• Responsible for assuring accurate HR recruitment and on-boarding, labor mapping, supply and equipment procurements, timekeeping, and regularly recurring service line internal cost accounting data is accurate and responses timely.
• Coordinates management of a variety of electronic request platform systems to ensure optimized operational efficiency to include but not limited to: MSS, HR Smart, AIS, OIT, PIV, Work Life Balance, Telework, BioMed, Travel, Education, and Interior Design.
• Broad knowledge of the organizational principles, and practices which govern the way a VA Health Care System conducts business.
• Knowledge of the policies, precedents, goals, objectives, regulations, and
• guidelines of financial management, budget administration, accounts management.
• Knowledge of organizational structure, human resources staffing and utilization, position management, work methods, and related requirements to analyze and advise on managerial approaches and problems.
• Ability to oversee effective utilization of human resources, financial, and logistical resources.
• Serves as the primary Contracting Officer Representative (COR) for VISN 22 and PVAHCS contracts.
• Oversees all acquisition processes within the Service, inclusive of the establishment and administration of contracts and procurement of supplies and equipment.

Ciena is committed to our people-first philosophy. Our teams enjoy a culture focused on prioritizing a personalized and flexible work environment that empowers an individual’s passions, growth, wellbeing and belonging. We’re a technology company that leads with our humanity—driving our business priorities alongside meaningful social, community, and societal impact.

Not ready to apply? Join our Talent Community to get relevant job alerts straight to your inbox.

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Administrative Assistant for Global Customer Care 

Ciena is looking for a talented administrative assistant who will assist the APJ GCC leadership team in day-to-day activities.

The ideal candidate has a demonstrated track record of providing proactive calendar support, assisting with project deadlines, booking travel, and taking effective action to ensure that our leaders and their teams are functioning smoothly and efficiently. As well as assisting in the running of our Manila office, consisting of stationary orders, facilities requests and day-to-day running of the office were applicable.

He/she will be highly organized and professional, resourceful, efficient, flexible and will thrive in a fast-paced environment.

Your Responsibilities

• Manage day-to-day administrative processes associated with the organization with a high level of responsibility and prioritized and completed projects within a specified deadline.
• Engage with executive staff and clients professionally and efficiently while maintaining the confidentiality of sensitive, private, and privileged information.
• Manage and maintain complex calendars that included: planning, coordinating, and executing all requested meetings and events, including quickly adapting to changes in schedules and logistics requirements.
• Arrange and coordinate all business travel (domestic and international).
• Screen and document incoming calls.
• Coordinate off-sites and all hands meetings.  Ensure that objectives are clear, preparation is appropriate. 
• Attend team meetings, generate meeting minutes with key decisions, organize action items, work with assigned leaders to ensure appropriate follow up.

• Ensure assigned leaders are using their time effectively and to greatest impact. This requires an understanding of what’s most important for effective calendar management, tracking deadlines and productive meeting and time management.
• Use independent judgment and initiative to anticipate issues, resolve problems, make recommendations, determine when and if executive action was required, and consulted supervisor as appropriate.

• Assist in the preparation of presentations, correspondence, and organizational charts.
• Coordinate executive meetings in person at customer forums as needed to ensure logistics and executive meetings ran efficiently.
• Interface and coordinate activities between various departments (including IT, purchasing), customers, partners and other third parties.
• Work closely with cross-functional executive administrators.
• Mentor new executive administrative assistants and other administrators when required.
• Provide back-up support for other executive administrative assistants when required.

As a Manila Office Manager for GCC and the broader Ciena team, responsibilities will cover:

• Onsite contact for facilities and IT deliveries
• Ciena Office – Tenant Committee lead
• General administration to support APJ Team and events (stationary, logistics, couriers, catering)
• Co-ordination Internal and external events (Customer Lunch and Learns / Customer events/sporting / QBRs / awards)
• Business Purchasing - Facilitate New supplier setups / invoice processing across various Sales and Support teams
• Admin assistance to other APJ Business Support functions – Services, CM, Legal, Marketing and Channels
• Keep track of inspection, certifications, permits, etc. required for the Manila employees and office.
• Manila  office coordinator for global/regional visitors
• First Aid / Fire Warden in Manila Office

Requirement

• 5+ years’ experience supporting senior executives in a fast-paced environment, preferably at a senior level and/or at a high-growth technology company
• Excellent verbal and written communication skills in English
• Communicate effectively with senior executives, their assistants and employees across the team.  Understand assignments and complete them with little to no follow up from assigned leaders
• Manage multiple complex calendars and concurrent deliverables; understand executives’ priorities in order to effectively address meeting requests.  Exceptional prioritization skills.
• Demonstrated business judgment in previous roles, ability to prioritize on behalf of self and manager

• Professionalism in dealing with executives.  Calm, friendly and professional demeanor at all times; diplomatic when saying no
• Collaborative with a can-do attitude.  Demonstrated ability to develop strong internal and external working relationships
• Organized but flexible, with the ability to anticipate change, and to react efficiently and quickly
• Ability to successfully work in a team environment and build effective working relationships
• Flexibility / Ability to work independently, particularly given executive schedules and travel. 
• High level of integrity; ability to handle confidential and sensitive information with discretion

• Expert in office technology and procedures:  Mac and/or PC proficiency, Microsoft Office software suite skills, Oracle use, preparation and management of Purchase orders
• International business exposure a plus

Built on meritocracy, our unique company culture rewards self-starters and those who are committed to doing what is best for our customers.

SUMMARY

Assisting underwriters with servicing files and attaching information. Clerical duties and communication with other departments and with brokers as required.

ESSENTIAL DUTIES & RESPONSIBILITIES

Include the following:

• Assist underwriting staff with servicing files & attaching pertinent information to files
• Communicate internally with other departments via e-mail and telephone
• Communicate externally with brokers as required
• Clerical duties, such as filing and pulling files as required
• Preparing Certificates of Insurance
• Editing & formatting of documents using a variety of software & programs
• Reviewing documents for accuracy
• Other duties as assigned

CERTIFICATES, LICENSES & REGISTRATION

Not Applicable

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• A strong work ethic, good organizational skills and the ability to work within a team environment
• Strong writing/language, and people skills
• Interest in being involved with community outreach and company culture
• Well-developed typing skills, understanding of Microsoft Office
• Driven attitude & the ability to work under pressure and with strict deadlines
• Positive & professional communication skills
• Ability to multi-task in a fast-paced environment
• Time management skills & ability to consistently meet deadlines
• Must be organized & detail oriented

We are an Equal Opportunity Employer. We take pride in the diversity of our team and seek diversity in our applicants.

Built on meritocracy, our unique company culture rewards self-starters and those who are committed to doing what is best for our customers.

Brown & Brown Premier is growing and seeking an exceptional individual with proven discipline, and commitment to join our Personal Lines Team as an Administrative Assistant.

The Administrative Assistant responsibilities includes collecting and entering data in databases and maintaining accurate records of valuable company information. A candidate working in data entry will need to efficiently manage a large amount of information that is often sensitive or confidential.

WHAT YOU'LL DO:

• Update the company database by inputting information from each call and keeping every customer field current

• Collaborate with Management team for data entry projects and misc. projects

• Scanning and filing documents into the company database

• Adding policies in database

• Processing carrier downloads

• Keep information confidential

• Perform all other assignments as required

WHAT YOU'LL HAVE:

• High School Diploma or GED required

• Minimum two years’ experience in a customer service role

• Ability to maintain a high level of confidentiality

• Ability to work well in a team environment

• Advanced knowledge of Word Processing software; Spreadsheet software and Database software

WHAT WE OFFER:

• Excellent growth and advancement opportunities

• Competitive pay based on experience

• Paid Time Off (PTO)

• Generous benefits package: health, dental, vision, 401(k), etc.

• Employee Stock Purchase Plan

We are an Equal Opportunity Employer. We take pride in the diversity of our team and seek diversity in our applicants.

Additional Locations:

Job Description

The Communications, Marketing and Corporate Social Responsibility (CMCSR) vision expands the scope of marketing as a shared service for the enterprise and better aligns and integrates our corporate responsibility footprint. We seek to be a world-class Communications, Marketing and CSR team focused on driving results for the business and for our purpose. Serving the company in optimizing new market opportunities, strengthening the Blue Cross NC brand, delivering business value for sustainable growth, and integrating social and philanthropic initiatives into our corporate footprint, this division is laser focused on our purpose of improving the health and well-being of our customers and communities. Our Blue Cross NC Foundation is solely funded by Blue Cross NC and seeks to improve the health and wellbeing of everyone in North Carolina so that our state will be one of the healthiest in the nation, within a generation.  Blue Cross NC and the Blue Cross NC Foundation work together towards these goals. The work this role supports includes CM&CSR and the Blue Cross NC Foundation.

In your role as an Administrative Assistant, Senior Specialist, your primary duties will include the day-to-day support of two high-level executives – providing guidance for executive calendar needs, travel coordination and scheduling, meeting attendance, planning and coordination of events, and managing executive correspondence as needed. You will have an innate willingness to pitch in as needed for events and projects for the CM&CSR team and Foundation to support organizational success; a collaborative mindset to support emerging administrative needs of the division. You will also provide coverage for other Administrative Assistants in the division as needed and work as a team to provide seamless leadership support. On-site opportunities at our Durham campus will range between 6-8 times per year.

What You’ll Do

• Oversee Leader’s workflow including mail, calendar, correspondence, and telephone calls, determining priorities, preparing responses, and/or responding appropriately without errors and in a timely manner.
• Support Leader and other staff by scheduling, planning, and attending meetings as necessary.  Provide support to include expense reporting and travel planning.
• May act as coordinator of departmental projects, following up on pending details, coordinating project team activities and ensuring deadlines are met.
• Exercise considerable discretion and independent judgment and analyzes complex information request and determines complex trends.
• Maintain distribution lists and organizational charts.
• Coordinate activities and events in support of the department.
• Coordinate departmental moves and serve as liaison for IT services and upgrades.
• Assemble and analyze information to facilitate decision making.  Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions.
• Support departmental budget processes which could include running reports, simple budget analysis, and/or budget entries.

What You Bring

• High school diploma or GED
• 5+ years of experience in related field.

What We Like

• Prior experience supporting multiple executives with competing priorities for calendar scheduling
• Knowledge of travel scheduling, both NC-based and out-of-state
• Strong focus on customer service, to provide a high level of service to internal and external stakeholders
• Technical proficiency in Workday and MS Office suite

What We Do

FOX Factory designs, engineers, manufactures and markets performance-defining products and systems for customers worldwide. Our premium brand, performance-defining products and systems are used primarily on bicycles, side-by-side vehicles, on-road vehicles with and without off-road capabilities, off-road vehicles and trucks, all-terrain vehicles, snowmobiles, specialty vehicles and applications, motorcycles, and commercial trucks. Some of our products are specifically designed for and marketed to a variety of leading cycling and powered vehicle original equipment manufacturers ("OEMs"), while others are distributed to consumers through a global dealer and distribution network. Fox Factory Holding Corp. is the holding company of FOX Factory, Inc. and is publicly traded (FOXF) on Nasdaq. 

Why you should join us

Not only do we provide competitive wages, you will also have access to great benefits and employee

discounts. But more importantly, it’s a fun environment where we truly enjoy working as a team and

bringing great products to our customers!

If this sounds like something you would love to do, and a place you want to be a part of, get in touch

with us by submitting your application. We look forward to hearing from you!

Position Summary:

Supports senior management by performing administrative services including scheduling meetings, making travel arrangements, organizing calendars, preparing spreadsheets, presentations and statistical and budget reports, answering incoming calls, meeting and supporting visitors, mail, requisitioning necessary supplies, organizing office communication and activities on a day-to-day basis.  

Position Responsibilities:

• Assists senior management with administrative tasks such as phones, calendars, meetings, and travel arrangements.
• Prepares various reports detailing the administrative information handled by the position including presentations and budgets.
• Reads and answers correspondence.
• Handles operation and schedules service for office equipment.

Specific Knowledge, Skills or Abilities Required:

• Significant experience with office management and daily operations
• Strong organizational and time management skills
• Collaborative project management
• Microsoft Office Skills, including Excel and PowerPoint
• Excellent multi-tasker who handles pressure well

Competencies:

• Customer Mindset: Exceptional customer experience is primary focus while performing job duties. Quality is a top priority.
• Adaptability & Innovation: Proactively and willingly adapts to changing business needs and conditions and presents creative and fresh ideas on how to solve problems, gain efficiencies and improve quality.
• Relationship Building: Builds constructive working relationships characterized by a high level of inclusion, cooperation and mutual respect.  
• Accountability: Takes personal responsibility for the quality and timeliness of work and strives to exceed requirements.
• Decision Making and Judgment: Makes timely, informed decisions that take into account the facts, goals, constraints and risks.
• Talent Development (Self and Others): Displays an ongoing commitment to learning and self-improvement; making an effort to acquire new knowledge or skills associated with job responsibilities. Willingness to work with others and coach/teach in effort to develop and support other employees’ development.

Position Qualifications:

Education:

HS degree or equivalent required

Experience: 

4+ years of experience as an administrative assistance required

Previous experience working with senior managers a plus

Work Environment and Physical Requirements:

Office Environment

Ability to sit for long periods of time

Vision abilities required to validate and enter data on computer

Disclaimer:  This list does not represent all physical demands.  Descriptions are representative of those that must be met by employee to successfully perform the essential functions of the job.  Reasonable accommodation may be provided to enable individuals with disabilities to perform the jobs’ essential functions. 

Note:  

FOX provides equal employment opportunities for all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, gender identity, sexual orientation, marital status, religion, age, physical disability (including HIV and AIDS), mental disability, results of genetic testing, or service in the military, or any other characteristic protected by the laws or regulations of any jurisdiction in which we operate.  We base all employment decisions –including recruitment, selection, training, compensation, benefits, discipline, promotions, transfers, layoffs, terminations and social/recreational programs – on merit and the principles of equal employment opportunity. 

Fox offers an excellent compensation package and wide-ranging opportunities for professional development.  Medical, Dental, Vision, Health Spending and Dependent Care Savings Accounts, Disability and Life Insurance benefit programs are available, as is a 401k plan with employer matching.  Eligibility for all benefit programs is defined by the applicable plan document or employee handbook. 

Compensation Range

The compensation range for this position is specific to the locations listed below and is the range Fox reasonably and in good faith expects to pay for the position taking into account the wide variety of factors that are considered in making compensation decisions, including job-related knowledge; skillset; experience, education and training; certifications; and other relevant business and organizational factors.

Be visionary

Teledyne Technologies Incorporated provides enabling technologies for industrial growth markets that require advanced technology and high reliability. These markets include aerospace and defense, factory automation, air and water quality environmental monitoring, electronics design and development, oceanographic research, deepwater oil and gas exploration and production, medical imaging and pharmaceutical research.​

We are looking for individuals who thrive on making an impact and want the excitement of being on a team that wins.

Job Description

Job Summary:

Teledyne Marine Seismic designs and manufactures high-quality, reliable, and durable marine seismic exploration products.  For over five decades Teledyne has set the standard for marine geophysical exploration equipment. Characterized by innovative designs, Teledyne's marine seismic products have earned a reputation for high performance, reliability and low cost of ownership.

Teledyne is an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, religious creed, gender, sexual orientation, gender identity, gender expression, transgender, pregnancy, marital status, national origin, ancestry, citizenship status, age, disability, protected Veteran Status, genetics or any other characteristic protected by applicable federal, state, or local law.    

This position performs a variety of complex administrative functions. Relieves managers or executives of administrative type functions. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Consistently works on complex assignments requiring independent action and a high degree of initiative to resolve issues. Acts independently to determine methods and procedures on new assignments. 

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Read and routes incoming mail. Prepares outgoing mail and correspondence, including e-mail and faxes.
• Prepares advanced correspondence including letters, memoranda, and reports. Makes copies or scans correspondence or other printed materials as applicable.
• Organizes and maintains file system, and files correspondence and other records.
• Answers and screens manager's telephone calls, and arranges conference calls.
• Coordinates manager's schedule and makes appointments. Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office.
• Responsible for confidential and time sensitive material.
• Greets scheduled visitors and conducts to appropriate area or person.
• Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports.
• May assist with compiling and developing the annual budget.
• Generates complex reports, handles multiple projects, and prepares and monitors invoices and expense reports.
• Conducts research, analyzes data, determines approach, compiles and prepares reports/recommendations for management decision making.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Other Essential Duties

• Organize and maintain Cable Department file system and files correspondence/records.
• Maintain and update ERP and database of Cable Department products.
• Create and distribute work procedures, job numbers, travelers, and product identification tags.
• Prepare customer inventory reports and asset reports for clients, as requested.
• Reconcile incoming cable shipments with customer and production team.
• Assign, issue and maintain serial numbers for cables and related products.
• Prepare packing lists and shipping paperwork for cable products and return of customer owned products.
• Create and edit spreadsheets in MS Excel.
• Conduct research, compile and type statistical reports.
• Maintain department employee information (Teledyne and contractor).
• Perform daily attendance verification and communicate any absences to department management team.
• Collect and review contractor time sheets prior to submitting to department management team for approval.
• Prepare outgoing mail and correspondence, including e-mail and faxes.
• Conduct department specific new hire orientation of timekeeping system, break times, and other administrative details to new employees.
• Perform all other duties requested, directed, or assigned.

Requirements:

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

3 years of experience in a clerical and/or administrative support role; Certificate in a specialized function or Associate's Degree in related field and/or training; or equivalent combination of education and experience.

Language Skills                                             

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills                                                 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.  Ability to calculate figures and amounts, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

Reasoning Ability                                                     

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills                                            

To perform this job successfully, an individual should have advanced knowledge of database software, MS Office, including PowerPoint, Publisher, Outlook, Excel, and Word applications.

Other Skills and Abilities

• Basic Knowledge of ISO and/or AS9100
• Computer competencies in Microsoft Office (Word, Excel, PowerPoint, Access), email, and ERP systems (preferably IFS).
• Excellent verbal and written communication skills, including excellent grammar and professional writing skills.
• Excellent customer service skills.
• Must possess good interpersonal skills, good research skills, and an aptitude for learning.
• Must be able to communicate ideas and thoughts effectively and obtain pertinent information quickly.
• Must be able to keep sensitive and/or confidential information properly protected.

Other Qualifications

U.S. Person for access to ITAR-Controlled Technical Data. ITAR regulations dictate that information and material pertaining to defense and military related technologies may only be shared with US Persons unless authorization from the Department of State is received or a special exemption is used.

A "U.S. person" can be

• A U.S. citizen;
• A permanent resident who does not work for a foreign company, a foreign government, or a foreign governmental agency/organization;
• A political asylee;
• A part of the U.S. government, or
• A corporation, business, organization, or group that is incorporated in the United States under U.S. law.

A foreign person is any person who is not a lawful permanent resident of the US and includes foreign governments and organizations.

Teledyne and all of our employees are committed to conducting business with the highest ethical standards. We require all employees to comply with all applicable laws, regulations, rules and regulatory orders. Our reputation for honesty, integrity and high ethics is as important to us as our reputation for making innovative sensing solutions.

Teledyne is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other characteristic or non-merit based factor made unlawful by federal, state, or local laws. ​

Position Title: Facilities Administrative Specialist

FLSA Status: Non-Exempt 

Reports To: Director of Facilities, Manager of Facilities, Supervisor of Facilities

POSITION SUMMARY:

Coordinates and schedules work for Facilities employees and provides administrative support to all Facilities department functions including but not limited to Safety, Security, Capital Projects, Plant Operations and Groundskeeping, Environmental Services/Laundry, Procurement Services/Mailroom,  PBX/Communication departments. Provides support to the Director of Facilities and the Facilities leadership team through administrative functions. 

Starting Wage: $15.791

The posted wage is the current starting wage for this position.  Actual wage is dependent on the applicant's relevant experience and qualifications for this position.  The wage range for this position may be subject to change in the future depending on a variety of factors such as market conditions, business needs, legal developments, and other appropriate factors.  

JOB SPECIFICATIONS:

REQUIRED QUALIFICATIONS

Certifications/Licensure: 

Education: