4,649 Administrative Specialist jobs in the United States
Administrative Specialist
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Administrative Specialist at University of Washington summary:
The Administrative Specialist provides high-level administrative and professional support to executive leadership, managing communications, front office operations, procurement, and special projects. This role serves as the primary point of contact for visitors and coordinates meeting logistics, technology needs, and travel plans. The position requires excellent organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced executive environment.
Job DescriptionThe Administrative Specialist provides high-level administrative and professional support to the Chiefs of Staff of the Executive Office of the President and Provost in the areas of communications and correspondence; front office/customer-relations operations; procurement, and special projects. Additionally, the Administrative Specialist is a member of the Executive Office administrative team and is expected to work closely and collaboratively with members of the Executive Office to ensure seamless support and smooth operations of the Executive Office.
A high level of professional discretion is required for this position and its interactions with senior UW leadership, members of the wider university community, and the general public. The Administrative Specialist manages the front desk of the Executive Office Suite and is often the first point-of-contact for guests and visitors to the Executive Office.
The successful candidate must manage multiple and competing priorities--with frequently tight deadlines--skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation. Input and demand come from multiple directions, people, organizations, and activities. Managing this breadth and complexity requires a good working relationship with colleagues, excellent communication and organizational skills, an ability to deal with the unexpected, an acceptance of a certain level of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
The Executive Office of the President and Provost interacts with the diverse units of the university as well as outside constituents and partners from local, national, and international institutions and communities. This highly visible office strives to provide exceptional and professional service to all who request assistance from the University of Washington. The Administrative Specialist, as a representative of Executive Office, correspondingly encompasses this high level of service.
Duties & Responsibilities
Executive Office Operations (50%):
- Serve as first point of contact for all who visit the Executive Office. Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed.
- Manage multi-line phone system; exercise independent judgement in screening, triaging, and escalating calls as appropriate and responding to inquiries and troubleshooting concerns.
- Manage front office business operations -- maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project and procurement management.
- Independently monitor, screen and triage incoming electronic mail for the Office of the President general email inbox. Respond to emails when appropriate.
- Manage special projects and initiatives as assigned. Initiate frequent and open communication within the team on issues, project statuses, process improvements, etc.
- Manage and maintain the President's Conference Room, including set-up of conference calls, arranging for audio-visual equipment, and resetting room layouts after each meeting.
- Serve as point-person/liaison for meeting and conference technology needs; conduct research as needed for meeting briefings and other special events.
- Initiate frequent and open communication within the office on issues, project statuses, process improvements, etc. Exercise good judgement and professional discretion in dealing with sensitive issues and/or senior leadership.
Executive Office Administrative Support (50%)
- Provide administrative support to the Chief of Staff to the President and the Chief of Staff to the Provost, requiring a clear understanding of all programs, projects, initiatives, and priorities operating under their purview; utilize independent judgement in prioritizing tasks and assignments to meet immediate and long-term action items; proactively and independently manage an active calendar of appointments; manage travel plans and itineraries; coordinate meeting logistics and handle all technology set up; research and organize meeting materials on an as-requested basis.
Required Qualifications
- Bachelor's degree
- Two years of administrative support experience, especially at a senior or executive leadership level.
- Experience in composing, editing written correspondence and complex documents including but not limited to: merging and sorting, integrating text with graphics, spreadsheets and data base files, upload/downloading, etc.
- Full proficiency in Windows and Microsoft Office.
- Excellent organizational, time management, and interpersonal skills, including strong attention to detail. Must be able to manage competing priorities in a fast-paced, high profile environment.
- Excellent communication skills, both written and verbal.
- Working knowledge of communications technology tools and other resources (e.g., AV equipment, Zoom, Teams, Google Drive, Sharepoint).
- Ability to remain composed during high pressure situations, and provide excellent customer service under all circumstances.
- Demonstrated ability dealing with sensitive information and maintaining confidentiality.
- Must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic and professional environment, inclusive of students, faculty, and staff of many social, economic, cultural, ideological, racial, and ethnic backgrounds.
Desired Qualifications
- Experience working within a large, complex, and/or de-centralized organization.
Compensation, Benefits and Position Details
Pay Range Minimum:
$81,600.00 annual
Pay Range Maximum:
$86,400.00 annual
Other Compensation:
Benefits:
For information about benefits for this position, visit
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
Not Applicable
About the UW
Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is proud to be an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at or
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
Keywords:
administrative support, executive office, communications, customer service, procurement, calendar management, meeting coordination, travel planning, discretion, process improvement
Administrative Specialist
Posted today
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Job Description
About Us
Contemporary Amperex Technology Co., Limited (CATL) is a global leader in the development and manufacturing of EV batteries, with businesses covering R&D, manufacturing and sales in battery systems for new energy vehicles and energy storage systems. The company is committed to providing cutting-edge solutions for global new energy applications.
To better serve the global auto industry EV trend in United States, we are now hiring a Administrative Specialist specializing , for a new mega-site manufacturing project in Michigan. CATL is committed to the future of the EV battery industry in America and believes future growth depends upon increasing domestic manufacturing, adopting new, innovative techniques and spearheading ongoing research and development within the industry.
Our Vision
Strive to be a global premier innovative technology corporation, deliver excellent contribution to green energy resolution and provide a platform of pursuing the spiritual and material well-being for employees.
Job Description
1. Responsible for cleaning and greening management, planning the base cleaning and greening program and staffing, and the procurement of daily cleaning and greening supplies, and conducting management supervision of the daily work of security personnel;
2. Responsible for the planning and organization of employee activities, conveying the culture and core values of the group company, increasing employee sense of belonging and organizational cohesion;
3. Responsible for health business management, building a health resource platform, meeting the medical examination, medical care, etc. needs of expatriates, traveling employees (including foreigners);
4. Responsible for comprehensive administrative services (express, reception, office supplies, workwear, etc.), ensuring the service of the office area;
5. Responsible for the acceptance and settlement of business expenses;
6. Other work support.
Qualifications
1. Full-time undergraduate degree or higher;
2. English/Chinese/local language can be used as working language;
3. More than 3 years of relevant work experience.
If you are highly motivated and experienced in Administrative Specialist and who is looking for a challenging and rewarding opportunity, we look forward to hearing from you.
We offer very competitive salary, bonus and comprehensive benefits plans which include PTO, medical, dental, vision, life insurance, short and long-term disability plans along with 401K with company match.
Administrative Specialist
Posted today
Job Viewed
Job Description
About Us
Contemporary Amperex Technology Co., Limited (CATL) is a global leader in the development and manufacturing of EV batteries, with businesses covering R&D, manufacturing and sales in battery systems for new energy vehicles and energy storage systems. The company is committed to providing cutting-edge solutions for global new energy applications.
To better serve the global auto industry EV trend in United States, we are now hiring a Administrative Specialist specializing , for a new mega-site manufacturing project in Michigan. CATL is committed to the future of the EV battery industry in America and believes future growth depends upon increasing domestic manufacturing, adopting new, innovative techniques and spearheading ongoing research and development within the industry.
Our Vision
Strive to be a global premier innovative technology corporation, deliver excellent contribution to green energy resolution and provide a platform of pursuing the spiritual and material well-being for employees.
Job Description
1. Responsible for cleaning and greening management, planning the base cleaning and greening program and staffing, and the procurement of daily cleaning and greening supplies, and conducting management supervision of the daily work of security personnel;
2. Responsible for the planning and organization of employee activities, conveying the culture and core values of the group company, increasing employee sense of belonging and organizational cohesion;
3. Responsible for health business management, building a health resource platform, meeting the medical examination, medical care, etc. needs of expatriates, traveling employees (including foreigners);
4. Responsible for comprehensive administrative services (express, reception, office supplies, workwear, etc.), ensuring the service of the office area;
5. Responsible for the acceptance and settlement of business expenses;
6. Other work support.
Qualifications
1. Full-time undergraduate degree or higher;
2. English/Chinese/local language can be used as working language;
3. More than 3 years of relevant work experience.
If you are highly motivated and experienced in Administrative Specialist and who is looking for a challenging and rewarding opportunity, we look forward to hearing from you.
We offer very competitive salary, bonus and comprehensive benefits plans which include PTO, medical, dental, vision, life insurance, short and long-term disability plans along with 401K with company match.
Administrative Specialist
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Job Description
Administrative Specialist
North American Crane & Rigging, LLC (NACR) is seeking a motivated and capable full-time, on-site Administrative Specialist for our branch office located in Orlando, Florida. NACR is a fast-growing company with multiple locations and operations running the length of the East Coast, and with plans underway for further expansion. We provide specialized lifting, rigging, and transport services to an array of clients across numerous commercial, industrial, and institutional sectors. Rooted in our dedication to developing and maintaining a top-tier team, NACR’s emphasis is on providing turnkey solutions with the utmost commitment to safety, quality, and the creation of value for our clients.
The Administrative Specialist is an important member of our regional team who will work closely with the Dispatcher, F&A Director, and others to ensure efficient back office operations in our Southeast Region. In addition to providing general office support, the Administrative Specialist will also organize, coordinate, and / or execute special projects on an as needed basis.
Responsibilities:
· Prepare and maintain weekly spreadsheets including all verification procedures for a variety of payables, collections, and insurance functions.
· Maintain well-organized filing systems that permit easy reference and rapid retrieval of information.
· Collect, assemble, and review internally and externally sourced document packages to enable corporate processes to proceed in a timely and accurate manner.
· Create and update purchase orders with accurate cost codes and detail information.
· Draft reports, letters, submittals, and other correspondence directed at internal and external audiences.
· Prepare and complete, with support and oversight, legal and regulatory filings, permit applications, audit submissions, weekly / monthly / annual reports, and other compliance and governance requirements.
· Assist with the administration of health, safety, and environment (HSE) programs in coordination with the Department of Safety & Training.
· Conduct research as directed to identify and evaluate project needs and assemble required materials for follow-up.
· Produce recurring, periodic reports in support of various stakeholders.
· Create entries in administrative and accounting systems and maintain databases including the update and maintaining of template forms and tracking spreadsheets.
· Send, receive, and distribute important communications via email, USPS, contract carriers, and couriers.
· Provide support to office operations to include: answering phones, accepting deliveries, bookkeeping support, and greeting and signing-in visitors.
· Perform other general office duties as required including backup support to AR, AP, and accounting as directed. Complete special projects as assigned by the Director of Administration.
Experience and Education:
· Bachelor’s degree or equivalent experience.
· 1-2+ years of progressive experience in a fast-paced office environment.
· Experience in construction or equipment rental / sales / service industries is a plus.
Skills and Abilities:
· Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners, vendors, and customers.
· Thrives on opportunities to learn quickly and be a self-starter.
· Proficiency in Windows / Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
· Experience with QuickBooks or a similar accounting platform.
· Ability to learn new software systems and corporate procedures.
· Ability to conduct research and present data in a succinct and well-written manner.
· Ability to work independently and in a team environment with professional discretion.
· Strong writing, editing, grammatical, and organizational skills.
· Excellent time-management and problem-solving skills.
· Attention to detail is expected.
· Goal-oriented with the ability to prioritize, multi-task, and take initiative to meet deadlines.
· Ability to anticipate and adapt to various work styles.
· Commitment to a professional, service-oriented approach with great communication skills.
· Ability to act with discretion when handling confidential and privileged information.
Compensation:
NACR offers competitive salary and benefits commensurate with qualifications and experience. Individual health insurance premium is paid 100% by the Company (no employee contribution)! As with any fast-growing company, opportunities for advancement will be available.
Job Type: Full time, on-site
Direct Reports: None
Reports to: Office Manager; Director of Administration and Finance
Administrative Specialist
Posted today
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Job Title: Administrative Specialist
Employment Type: Contract – Open Ended (potential to convert to contract-to-hire)
Pay Range: $18 – $23 per hour
Schedule: Monday – Friday, 8:00 AM – 5:00 PM
Location: Norwood, MA (100% Onsite – Not Remote)
Position Overview
Wheeler Staffing Partners is seeking an Administrative Specialist to join our client’s team in Norwood, MA. This role serves as the central hub of communication between patients, families, field staff, and leadership. The Administrative Specialist is responsible for triaging calls, managing patient documentation, supporting equipment and supply needs, and coordinating team schedules. This position requires excellent organization, strong communication skills, and the ability to manage multiple priorities in a fast-paced healthcare environment.
Key Responsibilities
Patient & Family Support
- Answer and triage incoming calls from patients, families, and field staff, providing timely assistance and routing inquiries appropriately.
- Support families and field staff with medical equipment and supply orders; track deliveries and arrange equipment pickups for patient discharges or deaths.
Documentation & Compliance
- Review, process, and file incoming faxes and patient-related documentation accurately.
- Partner with physicians to ensure all necessary documentation is signed and filed in patient charts.
- Prepare, maintain, and upload required documentation for weekly Interdisciplinary Group (IDG) meetings into SharePoint.
- Conduct weekly chart reviews to verify recertification dates and ensure proper scheduling of recert visits.
Team Coordination & Scheduling
- Maintain daily workflows for all hospice teams, ensuring accuracy and timeliness.
- Prepare and organize documentation for weekly IDG conferences across multiple teams.
- Participate in daily stand-up/stand-down meetings; update HCHB (HomeCare HomeBase) to reflect new information.
- Collaborate with team directors to schedule patient visits, recertifications, and care orders.
- Assign hospice aides to new patients; coordinate schedule changes for staff absences.
- Communicate schedule updates, training reminders, and meeting details to hospice aides.
Meeting & Workflow Management
- Process and distribute meeting documentation to field staff and after-hours teams.
- Ensure all IDG-related materials are prepared, printed, and organized ahead of meetings.
Qualifications
Required:
- High school diploma or equivalent.
- Minimum 2+ years of experience in healthcare coordination, a medical office, or administrative support role.
- Strong knowledge of medical documentation processes and patient care workflows.
- Excellent organizational skills with the ability to manage multiple priorities.
- Strong written and verbal communication skills to work effectively with patients, families, clinicians, and leadership teams.
- Proficiency in Microsoft Office Suite.
Preferred:
- Experience in hospice or home health settings.
- Familiarity with EMR systems such as HomeCare HomeBase (HCHB).
- Knowledge of insurance authorizations, recertifications, and IDG processes.
Why Join Wheeler Staffing Partners?
At Wheeler Staffing Partners, we connect skilled professionals with rewarding opportunities. This Administrative Specialist role offers the chance to make an immediate impact in patient care coordination and team support while building valuable healthcare administration experience.
Administrative Specialist
Posted 1 day ago
Job Viewed
Job Description
Come work and play in the mountains! Whether it's your first-time seeing snow or you were born on the slopes, joining our team means discovering (or re-discovering!) a passion for the outdoors while building lifelong connections with teammates and guests from around the world.
With 40+ resorts across 3 continents, you can join our team for a season or stay to build a career. From day one, you'll receive some of the highest compensation rates in the industry, free Epic pass(es) along with free ski and snowboard lessons, 40% retail discounts, the chance to grow through Epic Service - our leading training and development experience, and wellness benefits to fuel your success.
Candidates for year-round positions are reviewed on a rolling basis. Applications will be accepted up to 90 days after the posting date, or until the position is filled (whichever is first).
**Job Benefits**
+ Ski/Mountain Perks! Free passes for employees, employee discounted lift tickets for friends and family AND free ski lessons
+ MORE employee discounts on lodging, food, gear, and mountain shuttles
+ 401(k) Retirement Plan
+ Employee Assistance Program
+ Excellent training and professional development
+ Referral Program
Full Time roles are eligible for the above, plus:
+ Health Insurance; Medical Insurance, Dental Insurance, and Vision Insurance plans (for eligible seasonal employees after working 500 hours)
+ Free ski passes for dependents
+ Critical Illness and Accident plans
**Job Summary:**
The Business Support Administrative Specialist reports directly to the Director of Business Support and provides administrative services to the rest of the Business Support Leadership team to ensure effective and efficient operations. This position will have regular contact with all key stakeholders of the resort and enterprise. The right candidate will have a strong interest in gaining knowledge and experience as well as a desire to grow within the company. This is a dynamic role that requires proactive planning, flexibility, a focus on guest experience, and the ability to work under tight deadlines and changing priorities with accuracy, dependability, and a positive attitude. The right candidate will be energetic, take satisfaction in working autonomously, be able to prioritize the guest experience and be a contributing member of a high performing team.
**Job Specifications:**
+ Starting Wage: $22.43/hr -$4.15/hr
+ Employment Type: Year Round
+ Shift Type: Full Time hours available
+ Minimum Age: At least 18 years of age
+ Housing Availability: No
**Job Responsibilities:**
+ Administration and operations
+ Support Director in the form of communication with department stakeholders and departmental meeting administrative tasks.
+ Support the Leadership team, create presentations and email communications to distribute across Business Support
+ Project tracking; department auditing and reporting
+ Maintain accurate documentation according to department standards
+ Transportation employee compliance tracking
+ Serves as housing liaison for Business Support
+ Parking permit distribution administrative support
+ Time & Labor
+ Time and labor support for managers and frontline leaders, owner of escalation process of Business Support
+ Audits of workforce management processes
+ Workforce management and KPI analytics reporting in support of department priorities and goals
+ Accounting & financial
+ Support management team for capital expenditure tracking and project timelines
+ Vendor contract maintenance - billing, contract requests, contract review
+ Monthly journal entry of Business Support team to other departments.
+ Procurement - COUPA system support and ordering/receiving, OnBase invoice checking
+ Support seasonal hiring
+ Visibility and coordination of hiring processes, records retention of seasonal staff
+ Sign Shop nametag orders for team new hires
+ Support in the field operations when needed in a variety of departments within Business Support and rest of resort.
+ This position is ideal for anyone interested in joining resort-wide initiatives, projects, or committees.
+ Other duties as assigned. Cross training provided for field support
**Job Requirements:**
+ Communication Skills: Strong verbal and written communication skills in English.
+ Technological Skills: Overall agility in adapting to technology; high level proficiency with Excel and PowerPoint a plus.
+ Organizational skills: Email and calendar management; ability to manage multiple projects and tasks simultaneously and independently
+ Leadership skills: Comfortable with horizontal and upward management
+ High school diploma or GED
The expected pay range is 22.43/hr - 34.15/hr. This is the pay range we reasonably expect to pay for this position. Individual compensation decisions are based on a variety of factors.
In completing this application, and when submitting related documentation, applicants may redact information that identifies their age, date of birth, and/or dates of attendance at or graduation from an educational institution.
We follow all federal, state, and local laws including restrictions on child/minor labor. Minors hired into this position will not be asked or permitted to engage in any activities restricted to adult workers.
_Vail Resorts is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other status protected by applicable law._
_Requisition ID _
_Reference Date: 09/20/2025_
_Job Code Function: Administrative_
Administrative Specialist
Posted 1 day ago
Job Viewed
Job Description
Come work and play in the mountains! Whether it's your first-time seeing snow or you were born on the slopes, joining our team means discovering (or re-discovering!) a passion for the outdoors while building lifelong connections with teammates and guests from around the world.
With 40+ resorts across 3 continents, you can join our team for a season or stay to build a career. From day one, you'll receive some of the highest compensation rates in the industry, free Epic pass(es) along with free ski and snowboard lessons, 40% retail discounts, the chance to grow through Epic Service - our leading training and development experience, and wellness benefits to fuel your success.
Candidates for year-round positions are reviewed on a rolling basis. Applications will be accepted up to 90 days after the posting date, or until the position is filled (whichever is first).
**Job Benefits**
+ Ski/Mountain Perks! Free passes for employees, employee discounted lift tickets for friends and family AND free ski lessons
+ MORE employee discounts on lodging, food, gear, and mountain shuttles
+ 401(k) Retirement Plan
+ Employee Assistance Program
+ Excellent training and professional development
+ Referral Program
Full Time roles are eligible for the above, plus:
+ Health Insurance; Medical Insurance, Dental Insurance, and Vision Insurance plans (for eligible seasonal employees after working 500 hours)
+ Free ski passes for dependents
+ Critical Illness and Accident plans
**Job Summary:**
The Base Operations Administrative Specialist reports directly to the Director of Base Operations and provides administrative services to the rest of the Base Operations Leadership team to ensure effective and efficient operations. This position will have regular contact with all key stakeholders of the resort and enterprise. The right candidate will have a strong interest in gaining knowledge and experience as well as a desire to grow within the company. This is a dynamic role that requires proactive planning, flexibility, a focus on guest experience, and the ability to work under tight deadlines and changing priorities with accuracy, dependability, and a positive attitude. The right candidate will be energetic, take satisfaction in working autonomously, be able to prioritize the guest experience and be a contributing member of a high performing team.
**Job Specifications:**
+ Starting Wage: $22.43/hr - $4.15/hr
+ Employment Type: Year Round (10-month)
+ Shift Type: Full Time hours available
+ Minimum Age: At least 18 years of age
+ Housing Availability: Yes
**Job Responsibilities:**
+ Administration and operations
+ Support Director in the form of communication with department stakeholders and departmental meeting administrative tasks.
+ Support the Leadership team, create presentations and email communications to distribute across base operations
+ Project tracking; department auditing and reporting
+ Maintain accurate documentation according to department standards
+ Transportation employee compliance tracking
+ Serves as housing liaison for base operations
+ Parking permit distribution administrative support
+ Time & Labor
+ Time and labor support for managers and frontline leaders, owner of escalation process of base operations
+ Audits of workforce management processes
+ Workforce management and KPI analytics reporting in support of department priorities and goals
+ Accounting & financial
+ Support management team for capital expenditure tracking and project timelines
+ Vendor contract maintenance - billing, contract requests, contract review
+ Monthly journal entry of base operations team to other departments.
+ Procurement - COUPA system support and ordering/receiving, OnBase invoice checking
+ Support seasonal hiring
+ Visibility and coordination of hiring processes, records retention of seasonal staff
+ Sign Shop nametag orders for team new hires
+ Support in the field operations when needed in a variety of departments within base operations and rest of resort.
+ This position is ideal for anyone interested in joining resort-wide initiatives, projects, or committees.
+ Other duties as assigned. Cross training provided for field support
**Job Requirements:**
+ Communication Skills: Strong verbal and written communication skills in English.
+ Technological Skills: Overall agility in adapting to technology; high level proficiency with Excel and PowerPoint a plus.
+ Organizational skills: Email and calendar management; ability to manage multiple projects and tasks simultaneously and independently
+ Leadership skills: Comfortable with horizontal and upward management
+ High school diploma or GED
The expected pay range is 22.43/hr - 34.15/hr. This is the pay range we reasonably expect to pay for this position. Individual compensation decisions are based on a variety of factors.
In completing this application, and when submitting related documentation, applicants may redact information that identifies their age, date of birth, and/or dates of attendance at or graduation from an educational institution.
We follow all federal, state, and local laws including restrictions on child/minor labor. Minors hired into this position will not be asked or permitted to engage in any activities restricted to adult workers.
_Vail Resorts is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other status protected by applicable law._
_Requisition ID _
_Reference Date: 09/01/2025_
_Job Code Function: Administrative_
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Administrative Specialist
Posted 1 day ago
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**Legal Entity:** Entergy Services, LLC
**Job Summary/Purpose**
This position will coordinate all administrative functions and provide administrative support, process documents and records in accordance with regulation, maintain routine records, validate work of others, operate various office devices afforded to facilitate work, operate reproduction equipment, handle incoming/outgoing mail, and perform related work as assigned. Responsibilities also may include tracking projects associated with administrative support, using appropriate software for preparing, developing, and/or updating related reports and records
**Job Duties/Responsibilities**
Assist internal and external customers with courteous professionalism, maintain records as required, and participate in special internal and external projects as requested. Must be dependable, self-motivated, goal-oriented, organized, maintain the confidentiality of departmental issues, and manage multiple assignments with little or no supervision. Strong computer skills required, including Microsoft applications and Entergy system applications. Demonstrate maturity in decision making and respect of peers.
**Task List**
+ Transmit completed records
+ Process and distribution of controlled documents in controlled stations (OCA, PA, Offsite)
+ Scanning of documents
+ Records destruction
+ Required ERO position
+ Process and disseminate incoming and outgoing mail
+ Perform verification of documents prior to releasing into records repository
+ Retrieve documents for customer's request
+ Support Refuel Outage by performing extended hours
+ Perform assessments and audits
+ Monthly vault walk-downs
+ Proctor qualified
**Minimum education required for the position**
High school diploma required or equivalent work experience. Desired: B.S. or associate degree.
**Minimum experience required for the position**
+ **Specialist-Admin, III:** 4 - 5 years experience in a position requiring technical reading skills.
Minimum **knowledge, skills, and abilities** required of the position
Takes responsibility for the administration of the web-based Nuclear Operating Procedures and System Description program/process and website, and MyLearning/Plateau administration Is also involved in the Training department's processes/Tools including CBT Tool, training roster binder, contracts, invoices, and incumbent workers training program, staffing spreadsheet and auxiliary resource pool. This position description applies to centralized, Nuclear training support.
**Any certificates, licenses, etc. required for the position**
Must be EEI SASS test recommended.
***Candidates selected to take the SASS Test will be invited via e-mail. You may need to check your spam email.**
***If you are SASS Recommended, please note it on your resume.**
**#LI-CH1**
**Primary Location:** Arkansas-Russellville Arkansas : Russellville
**Job Function** : Nuclear
**FLSA Status** :Nonexempt
**Relocation Option:** No Relocation Offered
**Union description/code** : ARKANSAS BARG. -- NUCLEAR
**Number of Openings** : 1
**Req ID:**
**Travel Percentage** :Up to 25%
An Equal Opportunity Employer, Minority/Female/Disability/Vets. Please clickhere ( to view the EEO page, or see statements below.
**EEO Statement:** The Entergy System of Companies provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a protected veteran in accordance with applicable federal, state and local laws. The Entergy System of Companies complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment including, but not limited to, recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
The Entergy System of Companies expressly prohibits any form of unlawful employee harassment based on race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the Entergy System of Company employees to perform their expected job duties is absolutely not tolerated.
**Accessibility:** Entergy provides reasonable accommodations for online applicants. Requests for a reasonable accommodation may be made orally or in writing by an applicant, employee, or third party on his or her behalf. If you are an individual with a disability and you are in need of an accommodation for the recruiting process please click **here ( ?subject=Accessibility)** and provide your name, contact number, the accommodation requested and the requisition number that you are requesting the accommodation for. Employee Services will contact you regarding your request.
**Additional Responsibilities:** As a provider of essential services, Entergy expects its employees to be available to work additional hours, to work in alternate locations, and/or to perform additional duties in connection with storms, outages, emergencies, or other situations as deemed necessary by the company. Exempt employees may not be paid overtime associated with such duties.
**Entergy Pay Transparency Policy Statement:** The Entergy System of Companies (the Company) will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the Company's legal duty to furnish information. 41 CFR 60-1.35(c). **Equal Opportunity ( and Pay Transparency ( .
**Pay Transparency Notice:**
Pay Transparency Nondiscrimination Provision (dol.gov) ( non-confidential portions of the affirmative action program for individuals with disabilities and protected veterans shall be available for inspection upon request by any employee or applicant for employment. Please contact to schedule a time to review the affirmative action plan during regular office hours.
**EEI Testing:**
One way that Entergy has found to identify and assess the abilities and skills needed for certain jobs is through pre-employment testing. If this position does require an EEI test, the type of test will be located under the qualifications section of the job posting. If you are invited to a test session, we strongly recommend you review and complete the practice test as well as review the testing brochure for your respective test. The test brochure will give you critical information on the test such as time allocated and number of questions. Also, keep in mind that the actual test is timed; you should practice timing yourself while doing the practice tests. The practice test information and test brochures can be located by going to the EEI website, , Logon ID: entergy, password: practice test (2 words). Travel expenses incurred in connection with EEI testing are non-reimbursable.
In addition to EEI testing there is also Fit-for-Duty testing which will identify and assess the abilities and skills needed for certain jobs. If this position does require Fit-for-Duty testing, the type of test will be located under the qualifications section of the job posting.
**WORKING CONDITIONS:**
As a provider of essential services, Entergy expects its employees to be available to work additional hours, to work in alternate locations, and/or to perform additional duties in connection with storms, outages, emergencies, or other situations as deemed necessary by the company. Exempt employees may not be paid overtime associated with such duties.
**Please note:** Authorization to work in the United States is a precondition to employment in this position. Entergy will not sponsor candidates for work visas for this position.
**Job Segment:** Testing, Nuclear, Administrative Assistant, Inspector, Technology, Energy, Administrative, Quality
Administrative Specialist
Posted 1 day ago
Job Viewed
Job Description
***Please note: there is no visa sponsorship or relocation assistance provided for this role.
**What You'll Do:**
+ Coordinates and schedules meetings and travel arrangements; maintains Outlook calendars. Answers and screens incoming calls to provide information and direct calls to appropriate staff. Requires a thorough knowledge of Research Center and an ability to interpret policies, procedures, and practices within the assigned areas.
+ Conducts duties such as submitting invoices, payroll information and maintains service provider contracts and vendors.
+ Coordinates a variety of administrative or program-specific information. This includes purchasing requisitions, good receipts, and invoicing using NOPO or Espree systems.
+ Serves as the station Safety lead and coordinates safety meetings and implementation/assignments for new and existing safety standards.
+ Works with operations leads and staff of West Memphis, AR and Monroe, LA stations to assure safety documentation and procedures are up to date.
+ Attends and participates in departmental or team meetings. May organize agendas, provide input, take minutes, and distribute information. Prepares correspondence and detailed reports of business activities.
+ Schedules use of conference room and helps to plan and cater meetings for area sales and research teams.
+ Oversees orientation and initial paperwork for new employees.
+ Maintains, submits, and approves payroll for seasonal and part-time employees.
+ Establishes and maintains files, reports, and other hard copy or computerized information related to station or departmental operations.
+ Coordinates recruiting, orientation and on-boarding of summer pollinators.
+ Organizes and executes technical program-related tasks and projects within short timelines and competing priorities.
+ Administrative Assistants typically serve as key points of contact for questions or issues related to administrative processes. Incumbents are expected to serve as a resource and provide guidance on issues such as hiring/exit procedures, ordering supplies, resolving coding issues with expense reports, resolving technical questions about computer or conference room equipment, etc.
+ Ability to be resourceful in acquiring needed information or knowledge about new or unfamiliar situations which may include, safety standards, new procedures, and RMS documentation.
+ Prioritizes multiple tasks and project work based on business needs and value to the research center.
+ Exercises judgment in determining when, how and what key tasks need to be assigned, and/or completed by part time help or themselves.
**What Skills You Need:**
+ Bachelors degree minimum required.
+ Two + years experience in an admin or safety coordinator role.
+ Strong interpersonal skills and ability to develop and maintain effective relationships.
+ Strong oral and written communication skills
+ Demonstrated computer proficiency including use of spreadsheets or database systems
+ Demonstrated organization and problem-solving skills
+ Proficient use of MS Office Suite
+ Ability to manage multiple tasks and competing priorities
+ Requires strong organizational, time management and communication skills.
+ Strong collaboration and facilitation skills.
+ Good communication, negotiation, consulting and coaching skills in a cross cultural context.
+ Demonstrates initiative, persistence, creativity, and ability to work independently and within a team.
+ Ability to maintain and protect confidential information
**Benefits - How We'll Support You:**
+ Numerous development opportunities offered to build your skills
+ Be part of a company with a higher purpose and contribute to making the world a better place
+ Health benefits for you and your family on your first day of employment
+ Four weeks of paid time off and two weeks of well-being pay per year, plus paid holidays
+ Excellent parental leave which includes a minimum of 16 weeks for mother and father
+ Future planning with our competitive retirement savings plan and tuition reimbursement program
+ Learn more about our total rewards package here - Corteva Benefits ( Check out life at Corteva! you a good match? Apply today! We seek applicants from all backgrounds to ensure we get the best, most creative talent on our team.
Corteva Agriscience is an equal opportunity employer. We are committed to embracing our differences to enrich lives, advance innovation, and boost company performance. Qualified applicants will be considered without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, military or veteran status, pregnancy related conditions (including pregnancy, childbirth, or related medical conditions), disability or any other protected status in accordance with federal, state, or local laws.
Corteva Agriscience is an equal opportunity employer. We are committed to boldly embracing the power of inclusion, diversity, and equity to enrich the lives of our employees and strengthen the performance of our company, while advancing equity in agriculture. Qualified applicants will be considered without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability or any other protected class. Discrimination, harassment and retaliation are inconsistent with our values and will not be tolerated. If you require a reasonable accommodation to search or apply for a position, please visit:Accessibility Page for Contact Information
For US Applicants: See the 'Equal Employment Opportunity is the Law' poster. To all recruitment agencies: Corteva does not accept unsolicited third party resumes and is not responsible for any fees related to unsolicited resumes.
Administrative Specialist
Posted 1 day ago
Job Viewed
Job Description
At Wipfli, people count.
At Wipfli, our people are core to everything we do-the catalyst behind our ability to create exceptional impact and extraordinary results.
We believe in flexibility. We focus on relationships. We encourage each individual to follow their own path.
People truly matter and they feel it. For those looking to make a difference and find a professional home, Wipfli offers a career-defining opportunity.
Responsibilities
The Administrative Specialist position is 100% in person in our South Portland, ME office.
Responsibilities:
+ Prepare and manage client engagement letters and tax documents, including scanning and organizing client organizers.
+ Process client tax returns using platforms such as SafeSendReturns, Sharefile, Tax Caddy, and CCH Axcess.
+ Log and route incoming client workpapers, create labels and folders, and assist with document pickup and return workflows.
+ Assist with printing, mailing, scanning, and faxing, and reception tasks as needed.
+ Provide administrative support to meet deadlines while fostering a collaborative and positive office environment.
Knowledge, Skills and Abilities
Qualifications:
+ 1+ year of administrative experience in a professional services setting
+ Requires basic proficiency in Microsoft Word, Outlook, and Excel; knowledge of tax preparation software and Microsoft Teams is preferred
+ Requires clear, concise verbal and written communication skills, and accurate grammar usage
+ Ability to plan, prioritize, and organize work effectively while balancing many projects simultaneously
+ Ability to work flexibly under pressure and time deadlines, with great attention to detail
+ Ability to work with a diverse group of clients and employees, and maintaining a positive attitude towards work, the firm, and the team
Carly Seidl, from our recruiting team, will be guiding you through this process. Visit herLinkedIn ( page to connect!
#LI-onsite #LI-CS1
Additional Details
Additional Details:
Wipfli is an equal opportunity/affirmative action employer. All candidates will receive consideration for employment without regards to race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, gender identify, veteran status, disability, or any other characteristics protected by federal, state, or local laws.
Wipfli is committed to providing reasonable accommodations for people with disabilities. If you require a reasonable accommodation to complete an application, interview, or participate in our recruiting process, please send us an email at
"Wipfli" is the brand name under which Wipfli LLP and Wipfli Advisory LLC and its respective subsidiary entities provide professional services. Wipfli LLP and Wipfli Advisory LLC (and its respective subsidiary entities) practice in an alternative practice structure in accordance with the AICPA Code of Professional Conduct and applicable law, regulations, and professional standards. Wipfli LLP is a licensed independent CPA firm that provides attest services to its clients, and Wipfli Advisory LLC provides tax and business consulting services to its clients. Wipfli Advisory LLC and its subsidiary entities are not licensed CPA firms.
Job LocationsUS-ME-South Portland
Job ID
Category Administrative
Remote No