Administrative Assistant Job at Goldbelt, Inc.
Overview:
Summary:
Goldbelt Glacier Health Services is looking for an Administrative Assistant who will serve as a resource for administrative issues for managers and staff. The primary responsibilities of the Scheduling and Events Management (SEM) support function would include administrative duties, data entry, the creation of name badges and security lists, and obtaining any missing information needed from internal and external customers that utilize the National Conservation Training Center (NCTC).Responsibilities:
Goldbelt Glacier is accelerating healthcare delivery and providing superior force health readiness across the military, federal, and civilian landscapes. Goldbelt Glacier is committed to providing transformative and comprehensive health operational capabilities to support customers across scientific, clinical, technological, and program management areas.
Summary:
Goldbelt Glacier Health Services is looking for an Administrative Assistant who will serve as a resource for administrative issues for managers and staff. The primary responsibilities of the Scheduling and Events Management (SEM) support function would include administrative duties, data entry, the creation of name badges and security lists, and obtaining any missing information needed from internal and external customers that utilize the National Conservation Training Center (NCTC).
Essential Job Functions:
- Answer extensions and monitor the SEM Team email inbox (facility availability and general queries)
- Greet FO/SEM guests, coordinators, and staff on campus to determine needs
- Schedule site visits between SEM staff and potential event coordinators
- Provide assistance with day-to-day questions regarding various scheduling and event use by office staff
- Record-keeping functions such as ensuring correct forms and tracking/monitoring mechanisms are adhered to while maintaining files and preparing reports
- Monitor status of requests through completion
- Conduct morning check-ins with course leaders and event coordinators as needed
- Enter Event Applications & filing (including taking old files to storage)
- Assist with fiscal year calendar entries
- Update events/courses in our hotel management system, Opera
- Upload event/course agendas and associated forms
- Monitor and update lodging room & meal counts in real time
- Create and update change logs
- Enter names onto the name badge roster and manage updates/changes
- Provide the Front Desk with name badges and a printed badge roster
- Format and send Security List
- Obtaining Missing Information
- Assist with billing information
Necessary Skills and Knowledge:
- Must work well with senior leadership, excel at organization, have a self-starter attitude with the ability to identify and accomplish tasks before others recognize the need.
- Demonstrated excellent written and verbal communication in interpersonal exchanges.
- Strong command of Microsoft Office Applications (i.e., Word, PowerPoint, Excel, and Outlook)
- Ability to demonstrate diplomacy and work professionally and collegially with a highly educated, scientific customer base that is under pressure and in the public eye every day.
- Demonstrated ability to work well independently, be solution-oriented, motivated, and committed to customer and company success.
- Ability to handle a variety of constituencies, manage multiple tasks simultaneously and thrive in a complex environment while balancing multiple competing priorities.
- Excellent judgment and decision making, with strong analytical skills
Minimum Qualifications:
- Associates degree in Hotel Management, Tourism, Hospitality Management or similar.
- Minimum 3 years’ experience in document retrieval database management and guest services.
Preferred Qualifications:
- At least five (5) or more years' experience in business administration, office management, or project management
- Experience using management system, Opera
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