Job summary
Administrative Staff Assistant positionLocation: Hybrid remote in Seattle, WASupporting DEEL's Quality Practice and Professional Development (QPPD) Unit
Job seniority: Associate level
Responsibilities
• Providing administrative support to the QPPD extended management team• Supporting multiple projects, including creating spreadsheets, surveys, reports, templates, forms, and manuals• Coordinating internal and external meetings, including scheduling, preparing agendas, taking notes, and tracking action items• Managing the Unit Manager's calendar and schedule, including supporting internal and external collaborative meetings• Assisting with the QPPD Unit's operations, such as processing vendor invoices, tracking finance status reports, and managing inventory• Managing centralized communications for the unit and ensuring consistent tracking of action items and decisions• Providing personnel-related support, including onboarding and offboarding staff• Developing and updating written office procedures and protocols• Reviewing, developing, and maintaining complex records and digital filing system• Acting as a resource for external individuals and organizations, including preparing correspondence, serving as the main contact for public inquiries, and setting up and maintaining unit content on department SharePoint site
Requirements
• One year of experience in administrative analysis, budget administration, office management, personnel administration, program administration, or related field with a Bachelor's Degree in Business or Public Administration, or other related field• OR Two years of experience in administrative analysis, budget administration, office management, personnel administration, program administration, or related field with an Associate Degree in Business or Public Administration, or other related field• OR Three years of experience in administrative analysis, budget administration, office management, personnel administration, program administration, or related field• Additional qualifications include skills in Microsoft Office suite, graphic design, PeopleSoft or other similar system, database software, multitasking, managing multiple projects, digital note taking, asset management, digital communications tools, electronic filing and records management, processing and tracking invoices, purchasing equipment, cross-cultural written and verbal communication, detail-oriented and highly organized work, prioritizing assignments and time management• Successful distribution and tracking of inventory of various tools for classrooms• Maintaining confidentiality for HR processes• Utilizing Outlook to schedule and support large collaborative meetings• Supporting multiple managers• Successfully performing administrative tasks and providing support as needed
Key Skills Needed
• Microsoft Office suite• Graphic design• PeopleSoft or other similar system• Database software• Multitasking and managing multiple projects• Digital note taking• Asset management• Digital communications tools• Electronic filing and records management• Processing and tracking large volumes of invoices• Purchasing equipment and managing assets• Utilizing Outlook to schedule and support large collaborative meetings• Maintaining confidentiality for HR processes• Cross-cultural written and verbal communication• Detail-oriented and highly organized work• Prioritizing assignments and time management
