261 Administrative Specialist jobs in the United States

ATI is seeking a highly motivated, qualified, and experienced full-time Administrative Specialist for a position located in Washington, DC.

Great Benefits for an Administrative Specialist

• $60,000 - $67,500/year depending on experience;
• 11 annual paid Federal holidays;
• Paid annual vacation and sick leave;
• Employee and family health, dental, prescription, and vision insurance with 75% of the premiums paid by the company;
• 401(k) plan with 4% employer match vesting immediately;
• Employer paid short-term and long-term disability, and life insurance;
• Normal working hours Monday through Friday (anticipate 40 hours per week);
• Occasional remote work is a possibility; and
• Professional development assistance including memberships, professional licenses, and tuition reimbursements.

• Composes correspondence for signature, refers other documents to appropriate staff for action, and follows-up on such material as may be necessary;
• Greet visitors, receives, and directs calls to relevant staff members;
• Follows up and ensures outstanding issues are addressed;
• Reviews outgoing correspondence for compliance with established policy and consistency with organizational procedures;
• As requested, makes searches for information, compiles data, and forwards information as appropriate;
• Assembles information to be used for reports or responses to inquiries and composes correspondence;
• Ensures that all documents are well-written, in proper format, timely, complete, and fully coordinates with other affected organizations;
• Prepares and files meeting minutes, presentations, and reporting documents;
• Utilizes Power Point and Excel computer software in order to accurately prepare files, charts, and slides for high level managerial presentations, budget presentations, management and training seminars;
• Coordinates and consults with technical employees and managers across divisional lines;
• Gathers information, identifies and analyzes issues, and develops recommendations to resolve problems and situations in workflow, work distribution, and organizational administration;
• Assists with procurement tasks for the office, prepares procurement requests, and prepares and reviews purchase orders for supplies necessary for the effective functioning of the office; and
• Coordinates property management to ensure non-expendable property is labeled and accounted for, submits purchase requests for contract services through the automated procurement request system, and completes annual property reports;

• Must be eligible to obtain and maintain clearance; Candidate must be able to work independently in a secure or sensitive environment;
• Minimum five (5) years increasingly responsible administrative assistant/secretarial experience (preferably includes two years to executive level management);
• Bachelor's degree in Business Administration or related field is preferred;
• Excellent communication skills, both verbally and in writing;
• Ability to manage dynamic calendars for management including event planning with external vendors;
• Intermediate to advanced skills in using a variety of office automation software programs such as email, word processing, spreadsheet, and slide presentation (MS Office Suite); and
• Experience with contract document management or financial management is desirable but not required.

• 10002821
  

• Fairfax, VA
  

• Classified Staff
  

• Opening on: Jun 5 2025
  

Department: Col of Humanities and Soc Science

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Department of Modern and Classical Languages teaches and conducts research in languages, literature, and culture. It contributes to the academic programs in the College of Humanities and Social Sciences and the University by educating undergraduate and graduate students. The department offers five undergraduate major concentrations, eleven minors, a graduate-level certificate, a master's program with five concentrations, and a doctoral program in cultural studies.

About the Position:

The Administrative Specialist in the Department of Modern and Classical Languages plays a critical role in managing the day-to-day operations of the front office. The Administrative Specialist is the face of the department, greeting faculty, staff, and students, and assisting them as needed. The Administrative Specialist supervises a staff of student wage workers, teaching them valuable office duties and skills, and mentoring their development. The role assists the department chair and the office manager in several ways - planning events and keeping a departmental calendar of meetings; ordering textbooks, exam copies, and research materials for faculty; and ordering office supplies. The role acts as a liaison between students and faculty, as well as with many other offices and units across campus, including the Registrar, HR, the campus bookstore, and the catering and events management offices. The Administrative Specialist also oversees all placement exam and language waiver testing for students. The role supervises the administration of the exams, record and document the results, and pass the scores along to the registrar so they are accurately reflected in the student's degree tracking. The role also assists the department's publications committee in preparing recruitment and marketing materials, and updating social media accounts. The Administrative Specialist cross-trains to learn other office duties, as a means of professional development and to support staff and faculty, as needed.

Responsibilities:

Supervision of student assistants

• Oversees the hiring of student employees, ensuring they are properly trained and performing their assigned tasks effectively. This includes:
  • Managing the hiring onboarding;
  • Providing orientation and ongoing training;
  • Establishing clear expectations;
  • Evaluating performance; and
  • Fostering a positive work environment.
  
  

Event planning

• Will oversee logistics, including the on-site setup and support, as well as any needs for guests (lodging, parking, etc.);
• Coordinates most aspects of event planning and execution, including:
  • The logistics of finding meeting spaces and venues;
  • Ordering food and beverages and working with various catering vendors;
  • Tracking expenses and adhering to budget parameters; and
  • Assisting with advertising and marketing events.
  
  

General office duties and communication

• Assists faculty, staff, and students by:
  • Acting as a liaison with many central offices (Events management, Catering, Bookstore, Registrar, Print Shop, Facilities, etc.);
  • Reading, researching, and responding to inquiries sent to the department's general email address;
  • Assisting with faculty job searches by booking lodging, scheduling the agenda, setting up online interviews;
  • Clarifying and disseminating policies and procedures; and
  • Referring faculty members and students to the relevant university offices (HR, Student Academic Advising, Admissions, Registrar, etc.).
  
  

Language placement exams and waivers

• Manages the administering and processing of foreign language placement tests and waivers offered by the department by:
  • Keeping records of student information related to the test or waiver (date taken, score, graduation timeline, etc.);
  • Submitting all documentation to the Degree Audit office;
  • Monitoring student transcripts to confirm the waivers have been applied; and
  • Train all student assistants in the administering of the exams.
  
  
  
  

Marketing, Publications, and Archives

• Collaborates with faculty, staff, and the Publications Committee to develop, update, and edit departmental promotional, recruitment, and marketing materials;
• Manages the archiving of department records, including meeting agendas and minutes, committee lists, course syllabi and evaluations, and other materials as needed; and
• Oversees social media accounts and perform basic website updates.

Ordering books and supplies, managing small purchases

• Acts as a liaison between faculty and the bookstore to coordinate textbook orders for approximately 165 courses per semester (and 50 courses in the summer);
• Works with the bookstore to ensure proper translations and editions are available, and contact publishers to obtain desk copies for faculty as needed;
• Tracks and maintains inventory of all office supplies for the department; uses eVA system for purchase requisitions; and
• Handles small purchases for faculty, including conference registration fees and association dues, and reconcile monthly spending on department purchases.

Required Qualifications:

• High school diploma or equivalent;
• General office administration and customer service;
• Knowledge of general academic operations (including policies and procedures) and Microsoft Office (especially word processing and spreadsheets); and
• Ability to learn how to navigate University systems (for example Banner SCT).

Preferred Qualifications:

• Bachelor's degree in related field;
• General office administration fields - computing, finance, accounting - especially related to higher education;
• Ability to anticipate problems, make recommendations and suggest solutions to the office manager; and
• Develop diplomacy and ability to work effectively with individuals from a wide variety of personal and academic backgrounds.

Instructions to Applicants:

For full consideration, applicants must apply for Administrative Specialist at . Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Posting Open Date: June 5, 2025

For Full Consideration, Apply by: June 19, 2025

Open Until Filled: Yes

Job Description

T he person in this role will be acting as the first point of contact for incoming service requests, collecting detailed information from customers, prioritizing issues based on urgency, and assigning tickets to the appropriate technical support team members. You will be effectively coordinating the flow of work to ensure timely resolution while keeping customers informed of progress.

Key Responsibilities:

• Answer and direct phone calls, taking messages as necessary.
• Manage schedules and appointments for staff members.
• Prepare and organize documents, reports, and presentations.
• Assist in coordinating meetings and events, including logistics and materials.
• Handle incoming and outgoing correspondence (emails, mail, packages).
• Perform data entry and maintain accurate records in databases.
• Support team members with various administrative tasks as required.
• Handle 20+ calls on a busy day.
• Not afraid to get up and go ask for help/questions.

• High school diploma or equivalent; additional qualifications in office administration are a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational skills and attention to detail.
• Ability to multitask and prioritize tasks effectively.
• Professional demeanor and a positive attitude.

The Judicial Council of California is accepting applications for the position of Administrative Specialist for Facilities Services.

The Administrative Specialist will provide administrative support to the Project Management unit. The incumbent supports the administration of programs, processes, and procedures associated with capital outlay projects. Duties include data entry; collecting, formatting, and distributing reports, drafting correspondence; coordinating meetings and arranging travel and processing travel expense claims, prepare agendas; taking meeting minutes, and other tasks as assigned.

The Judicial Council

The Judicial Council of California is the policy setting body for the state court system and has constitutionally conferred statewide rule-making authority. This authority includes developing, advocating for, and allocating the judicial branch budget. A majority of Council members are California state justices and judges; however, the Council also includes lawyers, legislators, and court administrators.

By enhancing its role as a leadership, knowledge, and service resource for the judicial branch, the Judicial Council's staff organization seeks to continue to evolve as one of California's most dynamic public service entities, focused on improving access to justice for all Californians by innovating and responding to the changing needs of the courts and the public. As a government body charged with improving the statewide administration of justice, the Judicial Council has multiple offices with diverse responsibilities relating to court policy and operations. As employees of the council, every member of staff should view and approach their work as one Judicial Council with a public service mission that is greater than the sum of its parts.

The Judicial Council strives for work life balance and includes substantial vacation and holiday time. In addition, we offer an excellent benefits package including pension, medical, dental and vision coverage, flexible spending, up to $130 per month reimbursement for qualifying commuting costs , and retirement savings plans. In Sacramento, the office is located minutes from downtown, just north of Discovery Park.

The Judicial Council offers hybrid work arrangements for many positions. The successful candidate will be expected to work in person at the Judicial Council's San Francisco or Sacramento office at least two days per week, based on their office leader's direction, and reside in the areas surrounding these locations.

Responsibilities

General administrative support:

• Extensive calendaring using Outlook, with particular emphasis on scheduling meeting requests; resolving scheduling conflicts, shifting appointments and meetings in consultation with other parties as needed. Independently and proactively identifies calendar conflicts on short- and longer-term basis.
• Frequent use of Word and Excel requiring high-level proficiency and extensive knowledge of application's functionalities. Periodic use of Access, PowerPoint, and Visio, requiring above average proficiency in use and familiarity of applications' functionalities.
• Draft routine correspondence, memos, letters, and other written correspondence for principal manager and unit staff.
• File and keep organized contracts, amendments, requisitions, and written correspondence. Organize and maintain various files; purge files as needed.

• Routing of invoices for approval. Log invoices into FI$al and work with budget analyst to put invoices on track to be paid timely. Research, when required, to confirm billing and fund code are correct and is as stated on the contract.
• Process requisitions, agreements, contracts, and amendment requests.
• Record, track, evaluate, and maintain fiscal records such as invoices, purchase orders, and contracts for accuracy, completeness, and compliance.

• Research information for various work product or background references via staff inquiries, internet/intranet search, network drives, CAFM, SharePoint, and other information sources. Incorporation of data and editing multiple sources of information into reports of moderate complexity.
• Follow-up with staff on information requests for development of reports, presentation, and other documents. Edit contributions into seamless deliverable.
• Retrieves, revises and reconstructs previous reports and report materials periodically and in response to requests for information on Facilities Services programs, projects, initiatives, etc.

• Coordinate meeting logistics, on-site and off-site activities, including travel airline/hotel reservations, transportation, and off-site meetings request for block of rooms.
• Work with Analyst to preparing and distribute meeting documents/reports.

• Health/Dental/Vision benefits program
• 14 paid holidays per calendar year
• Choice of Annual Leave or Sick/Vacation Leave
• 1 personal holiday per year
• Up to 130 per month reimbursement for qualifying commuting costs
• CalPERS Retirement Plan
• 401(k) and 457 deferred compensation plans
• Employee Assistance Program
• Basic Life and AD&D Insurance
• Flex Elect Program
• Pretax Parking
• Long Term Disability Program (employee paid/optional)
• Group Legal Plan (employee paid/optional)

• 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

• 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

• Housing: May Be Available
• Expected Pay Range: $22.43/ hour - $4.15/ hour
• Minimum Age: At least 18 years of age
• Shift & Schedule Availability: Full Time
• Skill Level: Intermediate

• Support Senior Director in the form of communication with department stakeholders and departmental meeting administrative tasks.
• Serve on Senior Leadership team
• Support in various facets of the hiring and onboarding processes including recruitment, I-9 and check-in completion, and new employee training.
• Department and outlet project tracking; outlet auditing and reporting; KPI tracking; workforce management and scheduling support; capital expenditures and tracking.
• Vendor contract maintenance; employee certification tracking; liquor, food, and business licenses compliance and renewals with government entities.
• Act as system administrator for programs including MS Teams, Avero, and scheduling software.
• Support outlet operations and other administrative specialists and executive assistants as needed.
• This position is ideal for anyone interested in joining resort-wide initiatives, projects, or committees.
• Other duties as assigned.

• 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

Current MES Employees who are interested in applying for this position must visit the Internal MES Careers Page by going to their Workday Dashboard, clicking on the Career icon and selecting Find Jobs.

This is an exciting opportunity to join a leading team that provides environmental solutions to the public and private sectors throughout the State of Maryland.

Job Description:
Maryland Environmental Service has an opening for an Administrative Specialist within our Environmental Operations Division, located at the Montgomery County Materials Recycling Facility (MRF) in Derwood, MD.

This position provides administrative support services to assigned Group and facility. Ensures accuracy of correspondence and data flow from the Group throughout the Agency. Provides facility tours of the MRF to the community and school groups.

Estimated Pay Range:

$43,909.83 - $60,376.59

Benefits:

• Health Insurance with choice of medical plan and prescription, dental, vision, and life and disability insurance options, along with flexible spending accounts
• 401K retirement savings program with generous agency match
• Paid vacation, personal and sick leave
• Ten paid holidays per year
• Tuition assistance

What does it take to create 1.7 BILLION cups of coffee a year?

We are excited to announce that we are hiring a part-time and organized Administrative Specialist with possible Food & Beverage Manufacturing experience!

For more than 45 yearsCascade Coffee has been the premier specialty coffee contract manufacturer in the Pacific Northwest. Specializing in roasting, grinding, flavoring, and packaging coffee, catering to the worlds finest coffee brands worldwide. Cascade works behind the scenes to provide innovation, world-class coffee roasting, and a wide variety of packaging options to highlight their loyal customers brands.

Founded in 1977, the company operates from a 175,000 square foot manufacturing and roasting facility, more than 2 million pounds of green coffee storage facility, over 50 million pounds annually of coffee roasting capacity as well as multiple roasting lines, flavor mixing systems and 14 automated packaging lines.

Why Cascade?

We offer a unique blend of benefits for you and your family!

SCHEDULE: FLEXIBLE Monday & Wednesday: 7:30 am to 2:30 pm and Tuesday, Thursday & Friday: 11:00 am to 3:30 pm

REPORTS TO : People and Culture Manager

• Healthcare benefits | Multiple coverage levels of medical, dental, and vision plans.
• 401k Roth or Pre-Tax options | $1 for $1 match and once eligible to enroll, ZERO vesting period.
• Long Term Disability and life insurance | Company provides coverage for all employees.
• Voluntary Life, Disability, Accident & Critical Illness | Various insurance programs are offered to support your needs.
• Employee Assistance Program | To support you and your familys overall wellbeing to achieve your best and most productive self.
• Sick and Vacation plans | Cascade understands the vital importance of a quality work/life balance.
• Pet insurance | Multiple coverage levels for whatever best suits your furry (or not so furry) friend.
• Cascade Cares | Exciting engagement programs each month
• Leadership Training | We invest in and dedicate time to training some of the best leaders in the industry.

The Administrative Specialist plays an integral role with the Front Desk as well as Reception Area and People and Culture (HR) functions. This position reports to the People & Culture Manager and is responsible for the front office facilitation. In addition, this position is also a key support to the leadership team and interfaces with employees, managers, customers, and other visitors daily to ensure efficient coordination of the front office area. Makes routine choices within established guidelines and continually seeks to improve processes as well as refine methods of job performance. Complies with General Safety Communication Program.

ESSENTIAL FUNCTIONS OF THE JOB:

Reception and Front Office:

• Coordinate with WCP to monitor inventory and purchases for janitorial (and other) supplies.
• Answers multi-line telephone system and direct calls to appropriate personnel in a prompt and cordial manner. Takes and relays messages, as necessary.
• Print and prepare necessary items for monthly Town Hall Meetings (anniversary certificates, birthday cards, Spotlight awards, etc.).
• Manages all Sonitrol access cards for new hires, terminations, and visitors.
• Assist in directing inquiries of purchasing burlap bags and barrels.
• Greets incoming visitors; ensures that they receive and understand GMPs, completes health screenings, and routes to appropriate employee.
• Manages the visitor check-in process using Swiped System and ensuring compliance with regulatory requirements as well as managing information from the Swiped.
• Ensures front office coffee station and copy room are stocked and tidy.
• Maintains postage equipment and monitors stocks of postage and other mailing supplies.
• Send notifications of important visitors and supply deliveries.
• Processes all outgoing mail daily including FedEx, UPS, and certified mail.
• Orders and keeps office supplies orderly and in stock.
• Responsible for general housekeeping around front desk and outer front office area.
• Provides special project leadership and support as needed. Conducts preliminary research on a variety of topics; draft materials as needed.
• Manage employee locker assignments and update workbook.
• Uses computer applications for word processing, spreadsheets, databases, graphics, scheduling, or coordination of assignments.

• Clear the attendance/call-out hotline weekly.
• Schedule candidate interviews and send interview emails.
• Manage HR Inbox daily and forward to appropriate individuals.
• Provide administrative support for employee meetings (e.g. Town Hall), which includes Workiversary Milestone Certificate creation and obtaining signatures, Birthday Card routing for signatures as well as organizing per shift, Sending Employee Spotlight emails, routing to COO and creating the Certificates, sending E-Gift Cards, etc.
• Create Welcome Frames for employees and ensure team members sign them.
• Send Welcome Email with schedule and company information.
• Perform onboarding initiatives by: scheduling Safety Factory Tour with AQAFS, administer a preliminary drug screening, scanning ID cards for I-9 verification, and preparing first-day Welcome - Onboarding Packets.
• Schedule LT Meet and Greets for new hires and coordinate with Communications Manager to schedule Coffee IQ sessions.
• Prepare welcome boxes with logo wear AND track the inventory (apparel, coffee, cups, etc.) as well as order supplies to deliver during the Coffee IQ Session after 2 to 5 weeks of start date.
  • Track training requirements and completion date by employee
  • Assist with regularly scheduled Friday trainings (time permitting they could be a backup)

EDUCATION/EXPERIENCE AND SPECIAL REQUIREMENTS:

• 1-3 years experience in administrative role preferred; prior experience in manufacturing preferred.
• Works well under pressure; meets critical monthly, quarterly, and year-end deadlines.
• High degree of organizational, interpersonal, and communication skills required to efficiently accomplish work assignments.
• Proficient in the use of Microsoft products (e.g., Office 365, Excel, Word, PowerPoint)

• This job is located within the corporate office, and in an indoor environment.
• This position may occasionally support work in the warehouse roasting facility that requires constant standing on concrete floors, exposed to loud equipment noise and subject to coffee dust strong odors.
• Personal protection equipment and other Good Manufacturing Practices are mandatory.

• Requires high degree of discretion regarding access to confidential data and will not disclose or divulge, either directly or indirectly, the confidential information to others unless authorized to do so.
• Regular attendance and promptness are a requirement for this position.
• This job requires a high degree of teamwork and communication skills.