19 days old
2017-11-222017-12-20

Project Support Specialist

Emeryville, CA 94608
  • Job Code
    589016
  • Payrate
    $20 To $22

We have a 3 month contract opportunity for a Project Support Specialist in Emeryville, CA.


Position Summary


Provides complete and professional administrative support for management of projects and programs managed by the Strategy Implementation Management (SIM) team. Uses judgment and initiative to complete a variety of projects and prioritizes information as requested by the team as well as scheduling/information requests directed to SIM team members whom the Project Support Specialist is assigned to support. Manages the scheduling and calendaring for assigned projects as well as coordinates meetings including inviting participants, arranging meeting spaces, AV needs, preparing, producing, and distributing communications, presentations, reports and meeting packets.


Top four principal accountabilities:


Provides significant administrative support to assigned SIM team members, ensuring a high level of responsiveness and attention to detail. (25%)


- Routinely communicates and works with management staff, consultants, Regional Executives and other VPs on behalf of the projects and programs supported. This involves providing information and assistance as needed, conveying messages and scheduling appointments.


- Assumes a significant role in assisting team members whom s/he supports with time management through efficient workflow organization and scheduling, consistent with organizational priorities.


- Routinely resolves problems and responds to inquiries independently, referring individuals appropriately. Furnishes authorized information whenever possible. Ensures that, to the extent possible, the needs of the individuals are met when the SIM team members are not available to immediately respond.


- Effectively keeps assigned team members informed of issues and events to affect positive outcomes or mitigate potentially negative situations.


- Assures confidentially and discretion in all contacts with internal staff and external constituents, utilizing a high degree of professionalism, good judgment and diplomacy.


- Provides word processing support for assigned team members, as directed. Proofreads documents for accuracy prior to submission for signature/approval.


Performs work assignments and support as follows (50%):


- Schedules meetings and maintains calendar for the Project(s) while demonstrating flexibility when working with busy calendars that may make scheduling extremely difficult. Arranges for catering services when appropriate keeping within budgetary guidelines.


- Maintains daily suspense files to enhance organized workflow.


- Provides and/or arranges for word processing, power point, Visio and excel work for the Project Manger(s) which includes typing memos, letters, reports, agendas, presentations, Visio charts based upon knowledge or organizational policies and procedures. Creates tables, spreadsheets, forms, and other types of materials as needed. Proofreads documents for accuracy prior to submission for signature/approval. Experience with Microsoft Project and Microsoft Office Suite preferred.


- Coordinates travel arrangements and hotel reservations as needed.


- Maintains and updates general and confidential files and manuals to ensure easy accessibility of information.


- Communicates and coordinates standard processes to all project members involved in work groups.


- Conducts regular status meetings with project team.


- Manages and creates project SharePoint site(s) to ensure materials are well organized, intuitive, and up to date at all times.


- Liaise with hospitals, subcontractors, sales and other vendors to develop relationships that are conducive to the smoothest completion of projects possible.


- Utilizes SIM team standard tools and processes consistently, providing input on improvement opportunities where applicable.


Completes special projects and work assignments (25%):


- Schedules and coordinates as-needed meeting and special events.


- Works with Strategy Implementation team as coordinator for complex events and projects as required.


- Provides administrative support for many unique, routine and/or special requests. Projects may be assigned by the Director, Strategy Implementation Manager(s) or self-initiated by the incumbent when the need is apparent and approval is obtained.


- Prepares presentation materials for internal and external speaking engagements.


- Orders supplies as needed for the program or projects s/he supports utilizing system ordering process.


- Supports the recruitment, hiring and interview process for team's supported, per SIM team standards.


- Designs, develops and delivers an on-boarding process/checklist for new employees to the department and team. Checklist includes: drafting welcome memo, create an orientation schedule and train and orient employee(s) to their new role


AA/AS - Required (or equivalent Ed./Exp.)


BA/BS - Desired


Required Skillsets:


Prior seasoned administrative assistant experience and demonstrated proficiency in advanced secretarial support as typically acquired in 3 to 5 years.


Attention to detail and a commitment to impress internal and external stakeholders with the quality of work products and interactions required.


Experience in making travel arrangements and tracking expenses is preferred.


Successful performance in a secretarial position supporting more than one position simultaneously is desired.


Familiarity with the Information Services environment is desirable.


Excellent knowledge of the English language including correct use of spelling, grammar, and punctuation.


Must type 45 wpm.


Previous experience with Microsoft Office including Microsoft Word, Excel, and PowerPoint is preferred.


Ability to positively handle internal and external contacts, appropriately handle confidential information, and maintain office work-flow systems.


Excellent interpersonal skills, and positive customer relations skills in all contacts with internal and external people.


Maintains a high degree of confidentiality and discretion in all contacts to ensure confidential data or communications are handled appropriately when routed/distributed.


Works positively and cooperatively with other staff within the department, as well as staff from other departments, to facilitate the flow of work or communications to ensure a pleasant, efficient, and productive work environment.


Must be an innovative problem solver.


Must be detail oriented, self directed, and able to maintain an organized approach, clarity of purpose, and goal orientation in a rapidly changing environment involving multiple high level stakeholders.


Excellent editing and design skills required. Strong graphics / Power Point design skills preferred.


Excellent verbal and written communications abilities required.


Can conform to shifting priorities, demands and timelines through analytical and problem-solving capabilities.


Must demonstrate a strong customer service focus in all decisions and actions.

Categories

  • Information Technology

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Project Support Specialist

Randstad Technologies
Emeryville, CA 94608

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Project Support Specialist

Randstad Technologies
Emeryville, CA
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