Temporary Associate, Admin

This is a fully remote position, open to applicants in California.

📋 Description

• Deliver routine administrative support to the CSI department and its team members.

• Execute assigned administrative tasks in accordance with established procedures, instructions, and deadlines.

• Prepare, organize, and disseminate routine documents, correspondence, forms, and other materials.

• Enter, update, and maintain information within department systems, databases, spreadsheets, and records.

• Organize and manage department files, records, documents, and information.

• Assist with the scheduling of meetings, appointments, and departmental activities.

• Prepare meeting materials, organize documents, reserve meeting spaces, and address routine administrative requirements.

• Conduct routine data entry, tracking, and report or spreadsheet preparation.

• Process routine administrative requests and correspondence, communications, and follow-ups.

• Support departmental purchasing and financial activities, including invoices, expense reports, and purchasing requests.

• Assist with travel arrangements, expense reporting, supplies, materials, and departmental resources.

• Respond to routine administrative inquiries and appropriately refer out-of-scope questions.

• Create and manage team HWEAT/OLBI survey accounts in NetForum.

• Develop staff polls using established tools and procedures.

• Create and organize new cohort folders in SharePoint.

• Provide basic backup technical support and escalate issues as necessary.

• Organize and maintain files on the R drive.

• Prepare cohort schedules and coordinate logistics for Zoom meetings.

• Initiate and update cohort end-of-program report templates.

• Enter, organize, and maintain cohort end-of-program data in SmartSheet.

• Collaborate with faculty and vendors to place food orders for cohorts.

• Uphold the organization’s talent philosophy and values.

• Perform additional duties as assigned.

⛳️ Requirements

• A minimum of 3 years of experience in administrative, clerical, customer service, or related fields.

• An equivalent combination of education and experience may be acceptable.

• Preferred experience in performing administrative, clerical, data entry, or other office support tasks.

• Prior experience interacting with internal and/or external customers or stakeholders.

• Proven ability to manage multiple priorities effectively.

• Basic to advanced verbal and written communication skills.

• Basic to advanced computer skills and proficiency with commonly used business applications.

• Proficiency in Google Suite, Microsoft Office Suite, and Zoom.

• Detail-oriented, organized, and accurate in work.

• Ability to adhere to established procedures, instructions, and processes.

• Capability to prioritize and complete assigned tasks within established timelines.

• Competence in maintaining accurate records and information.

• Ability to communicate effectively and professionally with department team members.

• Willingness to learn department-specific processes, systems, and responsibilities.

• Ability to ask questions and seek guidance when necessary.

• Capacity to maintain confidentiality and appropriately handle sensitive information.

• Must satisfactorily complete a background check clearance.

• Must provide proof of eligibility to work in the U.S. and be authorized to work for any employer in the U.S.; employment visa sponsorship is not available.

• Ability to meet physical requirements, including frequent sitting, standing, walking, reaching, repetitive hand motions, prolonged desk work, and operation of standard office equipment and keyboards.

• Adequate visual acuity and auditory ability to perform job functions.

🏝️ Benefits

• Generous paid time off.

• Low-cost health plans for medical and mental health services.

• Dental insurance.

• Vision insurance.

• Company-paid life insurance.

• Company-paid short-term disability insurance.

• Retirement savings program with employer matching and additional company contributions.

• Alternative and flexible work arrangements that support work/life balance.