The successful candidate will provide a wide range of administrative support for the Security and Safety Corporate Director and department staff. Under limited supervision, performs administrative and moderately complex to highly complex administrative duties using standard policies, procedures and guidelines.
May perform any or all of the following duties:
Organizes, coordinates, and monitors assigned tasks to meet deadlines.
Establishes and maintains director and departmental files and records.
Schedules and maintains calendar of appointments, meetings, domestic/international travel arrangements and itineraries, etc.
Plans and schedules on-site and off-site meetings, conferences and tabletop exercises.
Orders and maintains office supplies.
Resolves inquiries via telephone, email, correspondence, or in person.
Maintains inventory of internal and external supplies and communication materials.
Supports the director with business continuity program (BCP) and crisis management/incident command program for RAND-wide sites to include planning and conducting exercises/tabletops and act as the scribe.
Maintain Emergency Response Team and Incident Command Team members’ documents, trainings and help plan drills/meetings with ERT coordinator.
Assists director in various activities such as coordinating information flow, preparing materials for distribution, completing and processing expense reports, reimbursements and other forms, handling and processing sensitive and/or classified materials, and/or reviewing/proofreading and processing proposals, documents, reports, and files.
Assists in the preparation and control of records, statistics and reports regarding operations, timelines, deliverables, etc.
Assists in preparation and monitoring of budgets.
Works independently to structure project/administrative tasks to obtain required outcome.
Coordinates with recruiters/HR/staff regarding recruitment and interview process for department.
Supports the director in coordinating and implementing the domestic and international travel program to include prevention seminars and international travel/safety awareness briefings and point of contact with iSOS.
Demonstrated ability to effectively use and integrate complex software applications in managing/completing workload tasks.
Travels periodically for meetings, tabletops and exercises at other RAND sites.
Other duties as assigned.
Strong organizational skills.
Must be highly responsive to task requests.
The capacity to work accurately with exceptional attention to detail.
Ability to be proactive and take initiative.
Good oral and written communication skills.
The ability to work independently, and as part of a team.
Ability to exercise tact, courtesy, and judgement in working with all levels of staff.
Able to prioritize a wide range of support responsibilities from multiple researchers.
Intermediate to advanced knowledge of Mac and/or PC platforms, Microsoft Word, PowerPoint, and Excel.
Experience with Concur Travel & Expense is preferred.
AS/AA degree required. BS/BA degree preferred.
Minimum of 3 years relevant work experience. 6-8 years of relevant work experience preferred.
U.S. Citizenship is required to obtain a security clearance. An active Secret or interim Secret clearance is preferred.