Administrative Assistant

Company: LTD Global, LLC
Location: Berkeley
Posted on: February 23, 2021

Job Description:

Intern Guest Processing * Independently handle all aspects of guest "paperwork" such as preparing guest information forms including compliance with foreign national access requirements.* Prepare offer letters and ensure that project and stipend information are correct.* Using PeopleSoft HRIS, enter data in HRIS for all new and returning guests, extensions, and terminations.* Work with the access office to arrange guest badging appointments.* Prepare and process guest participant stipends.* Schedule additional training courses if needed.Travel* Independently arrange travel for incoming guests - preparing Travel Authorizations, working directly with guests to determine optimal travel arrangements, and preparing vouchers.* Ensure compliance with the organization's and with federal travel policies. * Handle travel arrangements.* Advise program participants on travel policies and procedures.* Process travel reimbursements. Database Management* Maintain Salesforce Data Management System for the guest programs.* Make changes to the database structures to enhance the ability to track and analyze programs and participants during and post program participation.* Create new templates and databases as needed.* Prepare and generate ad hoc summary reports on internship programs.* Use advanced features of MS Excel to analyze data.Administrative Support* Support the Manager and Internship Program Manager, resolve various administrative support requests, answer phone, email support, calendaring, coordinating and planning meeting logistics, filing, meeting preparation.* Provide administrative support. Duties to include creating basic reports, filing, copying, mailing of education material and other administrative duties as needed. * Assist with creating and preparing informational packets for incoming guest participants. Assist in preparing, creating, and disseminating educational and informational material for wide distribution. * Submit conference attendance requests to conference services for approval as well as purchase orders for exhibitor booth and registration payments.* Assist with programming for summer programs.* Assist with maintaining department website.Essential* A minimum of 6 years of relevant administrative assistant experience.* Extensive understanding of the mission and operational goals of the organization.* Demonstrated ability to comprehend and analyze a variety of complex customer/operational/administrative requirements or problems and exercise independent judgment to implement effective alternative and solutions.* Demonstrated effective organization skills sufficient to independently establish priorities and ensure completion of projects in a timely manner.* Demonstrated ability to work effectively with a broad range of people, including program participants and personnel. * Ability to work independently and collaboratively in teams.* Advanced computer skills, including demonstrated proficiency in advance features of Excel, Word, PowerPoint and Google applications. * Prior experience and proficiency with email and calendar systems.* Excellent written and verbal communications skills.* Understanding of and ability to interpret the organization's travel policy, and relevant federal policies procedures and practices. * Ability to perform multiple tasks simultaneously and willingness to work in a flexible, changing environment.* Demonstrated strong attention to detail and ability to produce quality work with a high degree of accuracy.* Valid California Driver's License.Marginal* Able to work occasional overtime, including weekends. * Working knowledge of the organization's travel system; working knowledge of HRIS.Powered by JazzHRYXx7lIvmEB

Keywords: LTD Global, LLC, Berkeley , Administrative Assistant, Administration, Clerical , Berkeley, California