Program Support Assistant
On-siteManhattan, Kansas, United States
Job Summary
Answer incoming calls and greet visitors professionally while scheduling calendars and managing appointment tracking for administrators and research personnel. Coordinate meetings with logistics and room reservations, then collate and distribute mail and correspondence. Prepare memos, emails, invoices, and reports, and write or edit instructional documents with attention to detail. Create organized electronic and physical filing systems, manage accounts for billing and invoice preparation, and assist with office events. Support supervisors by tracking project deadlines and performing general administrative duties as assigned. Requires U.S. citizenship and proficiency in Microsoft Office 365, accounting, and filing systems.
Required Qualifications
- U.S. Citizenship
- Decision-Making: Ability to make sound, independent decisions daily and identify the best course of action across a wide range of administrative tasks
- Communication & Collaboration: Demonstrated ability to collaborate effectively with administrators, support personnel, management, and external clients
- Organizational Skills: Strong ability to maintain order, manage competing priorities, and ensure executives do not miss appointments or deadlines
- Professional Writing: Proficiency in drafting and editing emails, letters, memos, reports, and other documents with proper grammar, spelling, and professional tone
- Time Management: Effective ability to handle multiple tasks simultaneously while maintaining accuracy and attention to detail
- Adaptability: Willingness and ability to learn new computer programs and administrative tools as needed
- Business Acumen: Understanding of general business management principles as applied in a federal research environment
- Proficiency with the Microsoft Office 365 suite (Word, Excel, Outlook, PowerPoint, Teams, SharePoint)
- Aptitude in mathematics and general accounting, bookkeeping, and billing
- Experience creating, organizing, and maintaining electronic and physical filing systems
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