Administrative assistant/communications job description

Information on MIT's COVID-19 vaccination requirement can be found at the bottom of this posting.


DIVERSITY, EQUITY, AND INCLUSION (DEI) AND COMMUNICATIONS ADMINISTRATIVE ASSISTANT
, School of Architecture and Planning (SA+P) , to perform complex and diverse administrative duties in support of the Deans Office team, with a particular focus on events, communications, and the activities of the assistant dean for diversity, equity, belonging (DEB) and student support. Responsibilities include scheduling complex meetings, drafting agendas, taking notes, and following up on action items; purchasing; performing financial transactions; gathering and analyzing information and data; supporting the execution of the SA+P advanced degree ceremony, including liaising with departments, ordering materials, scheduling work orders, reception planning, booking photographer, managing inquiries, etc.; organizing Deans Office-sponsored gatherings such as school-wide receptions and lunches with students; coordinating logistics for the Deans Lecture Series, including inviting speakers, planning travel and lodging for speakers, arranging honoraria, reserving venues, booking AV and video teams, helping with event promotion, and organizing dinners; coordinating/assisting with events for which the Deans Office has responsibility; creating graphic materials, e.g., flyers, signage, and invitations; collaborating on updating external/ internal webpages; designing presentation materials, including reports, slide decks, and newsletters; manipulating and presenting data using Excel and MIT databases; drafting, formatting, fact-checking, and proofreading correspondence and other content; and working with departments to coordinate the logistics of DEB events.

Job Requirements

REQUIRED : high school diploma or its equivalent; three years administrative, office, or related experience; experience planning and executing large- and small-scale events; collaborative approach to delivering services and solutions; strong analytical, organizational, and software skills; and an interest in furthering DEB in the SA+P community. Seek a self-motivated, flexible, well-organized, detail-oriented individual who is able to set and achieve priorities. PREFERRED : experience working with students, faculty, and staff.
Job #21765-5


This is a full-time (35 hrs/wk.) position.

8/25/22

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What You Will Do:

Communications AdministratorFull-Time - NightBaltimore, MD

Come elevate your skills and experience by working with a world class 800-bed, Magnet designated Academic Medical Center.

We are looking for talented professionals to join our team at the University of Maryland Medical Center.

As a Communications Administrator you will receive requests for service and performs call center and emergency communications functions including transport, emergency repairs, general maintenance and housekeeping, safety and security alerts and construction requests. Investigates and communicates the status of the requests to the customer and provides administrative support for relevant departments to address the outstanding issues. Researches, collects, and prepares data for processing, spreadsheet applications and data management in performing tasks.

As a Team Member at UMMC, you'll experience:

+ A supportive and collaborative work environment

+ A comprehensive benefits package including health, vision and dental coverage including prescription drug coverage, Tax-Free Savings Plans and more!

+ A highly competitive wage scale: Annual merit increases and a base wage scale that is measured against to market standards.

+ Generous tuition reimbursement of up to $5,000 per year for your graduate degree.

Located in downtown Baltimore near the Inner Harbor and Camden Yards, you won't find a more vibrant place to work!

What You Need to Be Successful:

+ High School Diploma or equivalent (GED) is required.

+ Five years work experience in a multi-task environment to include two years performing administrative duties and two years performing customer service duties.

+ Familiarity with medical terminology is preferred.

+ Experience in a healthcare environment, maintenance work order management and/or dispatching for security or emergency response is preferred.

Knowledge, Skills and Abilities

1. Ability to work weekends, and have flexibility for shift change or emergency shift coverage, with adequate notification, as needed. Attend quarterly Division Meetings and Department Meetings.2. Demonstrated ability to accurately type and enter data in a timely manner required.3. Ability to effectively operate a multi-line telephone console and multi channel radio required. Must utilize professional etiquette and maintain flexibility as many requests simultaneously come into the call center in a tactful and courteous manner.4. Ability to read, write and speak English in a clear and articulate manner required. Highly effective interpersonal and verbal communication skills including courtesy are necessary in order to work with patients and all levels of staff. Effective listening and problem-solving skills.4. Knowledge and ability to understand division practices, procedures and protocol, and lay-out of hospital.5. Ability to observe and enforce departmental and general UMMC policies and procedures, particularly relating to the practice of safety and security measures, contacting outside service contractors, and on-call maintenance staff.6. Ability to work effectively in a highly stressful work environment and remain calm in emergency situations.7. Ability to handle confidential issues with integrity and discretion. Attention to detail and capability to multi-task is required.8. Demonstrates and observe customer service and patient satisfaction practices whenever in contact with patients, visitors, staff and guests.9. Familiarity with various software programs (e.g. MS Office, electronic notifications, public announcement systems, electronic work order database) for purposes of administratively supporting projects.10. Must also have the ability to master the use of various office-related equipment used in the call center.

We are an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

** Please be aware you will be required to take & pass TWO Administrative tests prior to possibly being selected to interview.

This Administrative Assistant position provides support for multiple Corporate Communication functions including Media Relations, Crisis Management and Internal/Executive Communications. This position provides exposure and ability to collaborate with many other organizations within Georgia Power, as well as interface with executive offices.

The successful candidate will possess exceptional organizational and decision-making skills, strong working knowledge of computer applications and administrative best practices, and be a self-starter with the ability and desire to work through changing priorities with minimal supervision. This position views significant confidential information and must be able to maintain that confidentiality.

The position is based out of the Georgia Power Corporate Office, and currently allows for a hybrid work environment depending on departmental needs. The position is responsible for administrative functions including but not limited to:
Support of events such as employee town halls, media tours, photo shoots, etc. Participation in nuclear training and exercise program for Georgia Power, including onsite at Joint Information Centers Employee time processing Preparing monthly procurement card expense statements Calendar management, planning and organizing meeting arrangements and catering - direct support for managers in select functions Video conference and conference bridge scheduling, set-up and coordination Meeting minutes and action item tracking Making travel arrangements Maintaining SharePoint sites Preparing presentations and communications Ordering office and breakroom supplies Filing, faxing, copying Answering phones and taking effective messages Maintaining S: Drive access and Outlook distributions lists Invoice processing / Check requests Budget preparations and tracking / Monthly Accruals Other department specific requirements, as needed Support of the Corporate Communication management team and staff
Job Requirements



High School Diploma required. College degree preferred Extensive experience secretarial/administrative experience in a busy, fast-paced environment. Experience supporting a large department is highly desired Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings, as necessary Experience taking initiative and being a self-starter in day-to-day responsibilities Qualification of Pre-Employment Clerical Test Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is desired, but not required
Knowledge, Skills and Abilities:



Ability to professionally represent the department, including professional interactions with executives, managers, peers, department employees, vendors and other business partners. Ability to multi-task to organize, prioritize and perform activities from multiple personnel at various levels within the department, determine priorities, and meet the needs of the organization within the required deadlines and with minimal supervision Ability to manage calendar, travel, inbox, and incoming calls with minimal distractions, while ensuring the manager remains abreast of daily activities and requests Ability to confidentially screen emails, upon request, and the ability to proactively prioritize the handling/processing of requests Must be an effective team player that is able to build and maintain strong relationships with other Executive/Administrative Assistants and across the Company, and provide back-up support to others as needed Proven ability to produce accurate results with attention to detail in a timely manner, independently, and with minimal supervision and direction Must possess excellent customer service, time management, phone, interpersonal, and communication skills Demonstrated proficiency using Microsoft Office products (Word, Excel, Power Point, Access, and Outlook) Ability to leverage resources to pull together and provide relevant, appropriate information around business needs/issues, and create effective PowerPoint presentations utilizing such data Demonstrated proficiency in Southern Company Systems such as iExpense, SHIPS, SCOTT, Maximo, eSTARS, and budgets is preferred Must utilize good judgment and decision-making skills to either involve leadership or make independent decisions, as appropriate
Behavioral Attributes:



Possess and display behaviors consistent with Our Values Maintain a professional demeanor Maintain confidentiality of sensitive information at all times Demonstrate flexibility and adaptability to changing priorities Demonstrate initiative and drive to deliver positive results Must be a team player that is customer focused and service oriented Able to exercise independent judgment and discretion and able to work with minimal direction Able to deliver assignments with a high degree of accuracy and timeliness Demonstrate Diversity, Equity & Inclusive mindset
Disclaimer:


This information describes the general nature and level of work performed by employees in this job. The description is not designed to be a comprehensive inventory of duties, responsibilities and qualifications required in the job. Reasonable accommodations may be made to qualified disabled individuals for performance of essential duties and responsibilities.

Georgia Power is the largest electric subsidiary of Southern Company (NYSE: SO), America's premier energy company. Value, Reliability, Customer Service and Stewardship are the cornerstones of the Company's promise to 2.6 million customers in all but four of Georgia's 159 counties. Committed to delivering clean, safe, reliable and affordable energy at rates below the national average, Georgia Power maintains a diverse, innovative generation mix that includes nuclear, coal and natural gas, as well as renewables such as solar, hydroelectric and wind. Georgia Power focuses on delivering world-class service to its customers every day and the Company is consistently recognized by J.D. Power and Associates as an industry leader in customer satisfaction. For more information, visit www.GeorgiaPower.com and connect with the Company on Facebook (Facebook.com/GeorgiaPower), Twitter (Twitter.com/GeorgiaPower) and Instagram (Instagram.com/ga_power).


Southern Company
(NYSE: SO ) is America's premier energy company, with
46,000 megawatts
of generating capacity and 1,500 billion cubic feet of combined natural gas consumption and throughput volume serving
9 million customers through its subsidiaries
. The company provides clean, safe, reliable and affordable energy through
electric operating companies in four states, natural gas distribution companies in seven states, a competitive generation company serving wholesale customers across America and a nationally recognized provider of customized energy solutions, as well as fiber optics and wireless communications
. Southern Company brands are known for excellent customer service, high reliability and affordable prices that are below the national average. Through an industry-leading commitment to innovation, Southern Company and its subsidiaries are inventing America's energy future by developing the full portfolio of energy resources, including carbon-free nuclear, 21st century coal, natural gas, renewables and energy efficiency, and creating new products and services for the benefit of customers. Southern Company has been named by the U.S. Department of Defense and G.I. Jobs magazine as a top military employer, recognized among the Top 50 Companies for Diversity by DiversityInc, listed by Black Enterprise magazine as one of the 40 Best Companies for Diversity and designated a Top Employer for Hispanics by Hispanic Network. The company has earned a National Award of Nuclear Science and History from the National Atomic Museum Foundation for its leadership and commitment to nuclear development and is continually ranked among the top energy companies in Fortune's annual World's Most Admired Electric and Gas Utility rankings. Visit our website at www.southerncompany.com .


Southern Company is an equal opportunity employer where an applicant's qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law.



Job Field:
Administrative & Clerical


Job Type:
Standard


Primary Location:
Georgia-Metro Atlanta-Atlanta


Operating Company:
Georgia Power Company


Job Type:
Standard


Travel (Up to...):
No


Union Covered:
No


Work Location(s):


Georgia Power Headquarters - 241 Ralph McGill Blvd. NE (241ATLANTA)

241 Ralph McGill Blvd. NE

Atlanta, 30308