Administrative Specialist

at  American Institutes for Research

Overview:
Join AIR as an Administrative Specialist with our Health team. Our Health team works collaboratively to unravel the intertwined challenges of health care quality, costs, and access. Our team of experts – nurses, physicians, psychologists, economists, sociologists, data scientists, and public health experts – advance evidence and save lives by leading rigorous research and evaluation; results-driven technical assistance and training; and leading-edge data science and technology tools.
Use your experience, knowledge, and education to help us deliver on our mission: to contribute to a better, more equitable world.
Candidates hired for the position may work remotely within the United States (U.S.) or from one of our U.S. office locations. This does not include U.S. territories.

EDUCATION, KNOWLEDGE, AND EXPERIENCE:

• Minimum of High School Diploma with a minimum of 5 years of experience or bachelor’s degree with 4 a minimum of years of prior administrative experience.
• Experience working collaboratively with teams across multicultural contexts.
• Experience working independently and effectively while demonstrating initiative and resourcefulness in a fast-paced environment.
• Experience in event planning or event coordination.
• Experience providing administrative support to senior level staff is preferred but not required.

Skills:

• Excellent interpersonal skills to ensure effective communication and ability to effectively work with and respond to inquiries from internal staff members at all levels as well as external partners.
• Excellent organizational skills to manage multiple activities with tact and diplomacy.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Teams, Zoom, and other web platforms.
• Ability to handle multiple priorities and ensure timely follow-up.
• Excellent communication skills with the ability to work efficiently in a virtual work environment.

• Provides administrative support to senior staff including scheduling meetings, making meeting/travel arrangements, maintaining schedules and team calendars, note taking for internal meetings, and disseminating meeting materials as needed.
• Develops, implements, and utilizes planning, scheduling, and tracking systems, processes and procedures to provide effective administrative support services for the Health Division and its VP.
• Manages distribution lists and ensures accuracy for communication to the entire Division.
• Supports Health projects, budgets, and schedules.
• Maintains VP calendar and coordinates meetings with staff as necessary.
• Maintains and ensures confidentiality of all written and verbal communications initiated by VP.
• Gains familiarity with Health projects and activities to answer questions and/or refer questions to appropriate staff.
• Utilizes knowledge of, and advocate compliance with, corporate policies when interacting with staff.
• Coordinates all activities relating to conferences, meetings, and staff events, as requested by the VP. This includes reserving conference rooms, formatting presentations, coordinating booth materials, ensuring conference sponsorship is paid, food vendor coordination and setup, and assisting staff with meeting registration and travel as necessary.
• Supports internal hiring process including posting open positions in Staffing Connector, collecting resumes, and scheduling interviews and debrief meetings.
• Updates and maintains content for the Health Intranet site, collaborating with staff as necessary.
• Coordinates contracts and invoicing for Health-related consultants and contracts.
• Promotes staff engagement by welcoming new hires, celebrating anniversaries, and assisting with other employee engagement initiatives.
• Other related tasks and projects as they arise