The Project Specialist serves as the administrative backbone for OSA, providing an array of technical, administrative, research and support services to managers and staff across the team.
Areas of Responsibility:
- Provides technical skills in support of strategic activities and coordinates with appropriate staff to plan and implement projects, events, and activities.
- Provides specific administrative support and manages, schedules, and coordinates tasks for staff across OSA. Troubleshoots problems, providing effective solutions and assistance.
- Drafts information products and program materials for review and creates information responses through the web and other channels. Develops and oversees the dissemination plan for resources.
- Assists in the ongoing monitoring of the departmental core office’s budget (including requests for p-card purchases, supplies, and the wireless bill). Compiles budget information, coordinates, maintains, and updates budget records. Works to ensure timely processing and payment on related invoices.
- Handles business operations, such as coordination of office moves and other interactions with Facilities. Updates CSN distribution lists
- Performs as a liaison for teams, internal units, and external resources, providing needed technical services for project completion.
- Monitors and tracks projects and provides appropriate reports. Provides and/or prepares reports to support project decision-making, including a weekly “feedback” report presented to management. Locates information using a variety of internal and external sources.
- Oversees working group meeting systems and processes, including setting the calendar for meetings throughout the year, securing meeting room reservations, submitting all catering requests and room set ups, and securing all needed equipment for the meeting, i.e. preparing all meeting materials, badges, etc.
- Works closely with the State Event Support team to coordinate the input of attendee information and conducts post-event follow-up, including surveys. Uploads event participant data to Cvent (transcribes participant data, uploads third-party data received through OneDrive, uploads petition signers, Movies for Grownups attendees, webinar watch party participants, Event Services national event attendees, Count Me In card registrants, etc.). Self-manages the completion of these tasks by establishing clear deadlines.
- Serves as the Records and Information Management (RIM) Liaison for CSN National Office and OSA. Ensures understanding of CSN’s basic business records and its retention schedule. Ensures understanding of the basic elements of the Records Information Management Program. Maintains a network of Records Information Coordinators (RICs) within CSN that are responsible for overseeing the RIM functions within the department. Coordinates with the Records Information Management Program Lead to ensure AARP’s records review and cleanup is successfully completed for CSN.
- Ensures office equipment and/or facilities are repaired efficiently and promptly (e.g., computers, copiers, telephone, bathroom, etc.).Demonstrates AARP’s values (our purpose, role, values, brand expression) in all interactions.
Educational Background:
An Associate’s degree or Bachelor’s in business management, operations or administration, or in another field of study related to the duties of this position;
Skills/Experience:
- 5+ years of experience providing key administrative support for programs where attention to detail and timeliness of service delivery is essential.
- Skill sets must include strong oral and written communications, ability to deal effectively with others at all levels, a working knowledge of technical systems (particularly the MS Office suite), experience dealing with contract management, filing, tracking and retrieval; strong organizational skills; a high degree of confidentiality and ability to function effectively and flexibly as a member of a team.
Compensation/Benefits:
AARP offers competitive benefits with a 401K, 100% company funded pension plan, health, dental, vision and life insurance, STD/LTD, paid vacation and sick, and other benefits.
Job Function:
Organization Info
Listing Stats
Post Date:
Aug 30 2018
Active Until:
Sep 30 2018
Hiring Organization:
AARP
industry:
Nonprofit