Administrative Employment Search
Administrative
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Staff Assistant Cambridge, MA Responsible for coordinating Visiting Scientist, Pre-and Post-Doctoral fellowships, Smithsonian short-term Visitor programs, and new staff appointments for the SSP Division. This includes validating funding sources; initiating and processing all required administrative documentation. Initiate and prepare a variety of SAO administrative documents, including requisition purchase orders, petty cash reimbursements, travel authorizations and vouchers, and maintain databases for each category. Serve as the central information point for the Division staff with regard to office procedures and administrative matters. Maintain the Staff Data Base. Assist in the production of proposals for internal funding (IR&D, Restricted Endowments, Scholarly Studies). Coordinate the submission of required technical reports (monthly, quarterly, semi-annual, annual) for contracts and grants to funding agencies in a timely fashion, etc. Mary Hebert |
Prog. Services Specialist Boston, MA Serving as the Organization Program coordinator for government travel cards with responsibilities for over 500 Disaster reservists. Ensures proper training, reviews accounts, provides notifications of delinquency, and corresponds with the Agency Program Coordinator, supervisory staff and the travel card company (JPMC) regarding individual account status. Responsible for reviewing open obligations, researching, documenting and de-obligating excess funding for the Disaster Reserve Fund (DRF). Monitors DRF credit card transactions using region fund 06 lines of accounting. Coordinates with card holders to perform cost transfers in the finance system IFMIS or to de-obligate excess funds on cards. Responsible for all fund 06 travel voucher submissions, travel authorization obligations and associated work plans. Prepares TA’s related to approved work plans; monitors voucher status and submissions; ensures that TA obligations are monitored and closed at the end of the travel period. Performs tasks in the administrative management of the organization. This may include interpreting administrative policies, developing and implementing local policies, defining administrative requirements, and /or providing advice to top management or related issues.
Kym A. Thompson |
Administrative Specialist Cambridge, MA Provides logistics planning and design to support GLT operations through retrofit, site development, deployment, transportation, construction and testing phases of the project. Participates in short-range and long-range planning activities, provides analysis, projections and recommendations pertaining to factors such as costs, personnel requirements and logistics support. Responsible for all aspects of administrative and logistics support to the RLT facility in northern Chile. Develops budget required to support telescope operations and decommissioning planning, work with funding agencies to solicit additional support, and administer grants, both internal and external to SAO to enable scientific observations to proceed. Participates in long-range planning of activities and provides analysis, projections, and recommendations pertaining to factors such as costs, personnel requirements and administrative services. Establishes financial controls to monitor and track obligations and expenditures and prepares periodic internal financial statements to comply with internal and external reporting requirements. Advises Principal Investigators (PIs) on the allocation and expenditure of funds, etc. July Gallagher |
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Lead Support Services SpecialistAssistant Boston, MA Assigning work, evaluating performance, identifying training needs, effecting disciplinary actions, participating in new personnel interviews and selections; interviewing candidates for vacancies, making recommendation for appointments, promotions, reassignments; and serving as the rating official; Checking work in progress and completed work for compliance with regulations, instructions, procedures, methods, and deadlines; Serving as the Administrative Services team representative when meeting with various levels of management from DOL, General Services Administration, commercial realtors, lessors and brokers, contractors and other service providers pertaining to space requirements, layouts, utilizations and renovations; Providing on-the-job training and assistance to employees on work processes and new procedures; reviewing and interpreting regulatory criteria, answering employee questions on policies, procedures, and directives; identifing developmental and training needs; providing or arranging for specific administrative Lauren DeCesar |
Patient Serv. Assistant Bedford, MA The Patient Service Assistant (OA) Float will serve as relief for the PSA's assigned to the Primary Care Clinics in Bedford and the surrounding Community Based Outpatient Clinics. Will provide administrative support to the primary care team and is responsible for establishing, monitoring, and evaluating the administrative procedures of the primary care clinics. Responsible for transcribing orders, arranging for proper scheduling of consults and appointments, obtaining medical charts, and ensuring that health information requirements are met for each outpatient encounter. Will provide statistical data for reporting purposes and participates in quality improvement activities. Types various office correspondence such as letters, memorandums and reports that pertain to the clinic. Advises veterans as to their benefits and resolves problems, providing direct service to the clients we serve. Diane Long |
Program Assistant Boston, MA The incumbent serves as the Housing Management Assistant for the VA Boston Healthcare System (VHABHS) Huntington House program. The incumbent works closely with the Huntington House Manager to run day-to-day operations of the independent Huntington House, a 30 suite Courtesy Quarters lodging facility. The incumbent has a critical task of being one of the first VHABHS personnel to interact with the patient and thus sets the tone for the remainder of their stay. The quality of customer service the patient receives is critical in the way the entire facility is perceived. The incumbent provides high quality, temporary lodging to active duty military personnel and veterans who are undergoing treatment through this multi division facility. The incumbent assists, greets, orients, and provides customer service to the patients and their support person from all periods of service and is the primary point of contact for issues pertaining to maintenance, safety, procurement, and inspections. The incumbent will schedule appointments, oversee cleanliness and safety of the area, direct and route guests to the appropriate clinical areas and oversee volunteer staffed projects. Some of the other duties will include that of receptionist and secretary, providing telephone assistance, filing, and office coordination and processing of Huntington House and other lodging referrals. The incumbent certifies, processes, and expends monies as needed to maintain Huntington House guest needs. Responsible for planning, initiating, and tracking all safety drills (i.e. fire drills). The Assistant is responsible for notifying the necessary services to schedule all maintenance, furnishing or equipment issues. The Assistant is also responsible for maintaining the data for the program to include occupancy, referral sources on a computer generated' database. A more detailed description of the duties of this position is available in the Human Resources Management Service. (774) 826-1269 |
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Supv, Financial Technician Methuen, MA Plan work to be accomplished by subordinates, sets and adjusts short-term priorities, and prepares schedules for completion of work. Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees. Evaluate work performance of subordinates and makes recommendations for outstanding performance recognition and/or disciplinary action. Give advice, counsel, or instruction to employees on work and administrative matters. Interview candidates for positions within the organization/unit, and recommend appointment, promotion, or reassignment to such positions. Hear and resolve complaints from employees, refer group grievances and/or more serious unresolved complaints as appropriate. Effect minor disciplinary measures, such as warnings and reprimands, recommend other actions in more serious cases. Identify developmental and training needs of employees, providing or arranging for needed development and training. Initiate ways to improve production, work processes, and/or to increase the quality of the work directed. (866) 743-5748 |
Administrative Technician
Boston, MA You will assist the Unit Administrator in the performance of administrative functions, clerical tasks and supply work required in the operation of a US Army Reserve unit. You will process personnel and military pay actions; maintain files and records; prepare and process supply actions; prepare training schedules; prepare unit attendance records; enter military personnel data into the automated system; compile information for recurring and one-time reports related to functions of the unit; and prepare general correspondence. You will review all work for compliance with regulations, policies and procedures. You will also provide advice on procedures for enlisting or transferring to a unit, assist in completing forms, make arrangements for physical exams, and answer general questions on eligibility for promotions, transfers, discharges, etc. In addition, you will monitor key logistical areas that impact unit readiness, such as equipment serviceability and on-hand status of equipment. (410) 306-0137 |
Secretary Barnstable, MA Receives all incoming Command Religious Program (CRP) mail and correspondence, and sorts out items to be handled personally. Follows accepted practices to manage a full range of correspondence work in support of an organization with simple, straightforward procedures. Maintains files and records, ensuring that they include all required documents and that all documents are properly signed. Receives, reviews, analyzes, and controls incoming correspondence, including mail, cables, faxes, and routine and controlled documents. Follows accepted practices to manage the full range of administrative work in support of an organization. Answers questions of non-theological nature from visitors and telephone callers (866) 656-6830 |
