Administrative assistant/technical job description

The role of the Technical Administrative Assistant is to support license operations for software, application services and products provided by the Health Research Team. Maintains records, compiles information, and takes appropriate action to ensure timely and efficient license acquisition and renewal.

In addition to provisioning new licenses, the Technical Administrative Assistant is responsible for tracking all previous and current licenses and monitoring, communicating, and processing renewals.

The Technical Administrative Assistant is expected to evaluate, maintain, and look for opportunities to improve license tracking processes, systems, and reporting mechanisms.

Responsible for product licensing and fulfillment administration for the Health Steering Committee funded products.
Complete the annual, bi-annual and monthly product release fulfillment to clients. Posting the product releases on Health Research SharePoint and the FTP server. Process transfer forms and license agreements as received ensuring the forms are accurately completed and documented. Maintain license log workbook, outstanding reports, and potential license renewals. Maintain the Salesforce site including data entry/administration and email communications. Assist with EFT Server maintenance and client setup. This will include adding product files, maintaining usernames/passwords, and troubleshooting any issues that may arise. Responsible for the annual posting of the license information on SharePoint which includes the license agreements, transfer forms, pricing for client handouts and other related licensing information. Assist with adhoc reports as needed utilizing the workbooks, EFT server and Salesforce (such as AMA reporting, user lists, license information, etc) Support internal clients with questions and assistance with documentation. Complete routine/non-routine, complex projects, assignments which may include drafting presentations, correspondence, contracts, or other confidential documents. Independently identify and initiate process improvement areas across departments or functions with limited direction. Review and edit operating practices and implement improvements where necessary Responsible for downloading the monthly, quarterly, and annual data files from various vendors.


Desired Skills & Education


College degree in a related field preferred, or equivalent practical experience Detail-oriented with strong organizational and follow up skills Demonstrated ability to work independently and within a collaborative team-oriented environment using sound judgment in decision-making Ability to handle confidential and sensitive information with discretion Demonstrated ability to establish and sustain relationships with both internal and external customers Strong computer skills (MS Office, especially Excel and SharePoint, product management-related applications, email, internet) Able to effectively navigate a fast-paced work environment, sometimes balancing multiple priorities and deadlines Strong verbal and written communications skills


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

The Senior Administrative Asst provides support to another individual or group of individuals by handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements and providing other administrative tasks.
Responsibilities:

Directly supports a C15 level manager and generally supports an entire department Manages day to day calendar(s) of senior management; arranges meetings and secures meeting rooms Arranges conferences, meetings and events as required by the Unit; establishes priorities on behalf of manager or team Coordinates travel arrangements; prepare and distribute schedules/agendas for travel Assists team members with the documentation related to overseas travel Visa, ticketing, hotel, airport transfers, foreign exchange, ground transportation and expense reports Handles incoming calls; responds to inquiries Orders supplies and process invoices through Procure to Pay system Process and follow-up on Virtual Requests May prepare and review materials and correspondence for meetings Maintains and update files/records, produces reports and various correspondence Handles sensitive materials; maintain appropriate levels of confidentiality Performs other duties and functions as assigned Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.



Qualifications:


Previous office administration experience preferably within a large and complex financial services or similar organization Self-motivated and detail oriented Consistently demonstrates clear and concise written and verbal communication skills Proficient in Microsoft Office



Education:


Bachelor's/University degree or equivalent experience



Job Family Group:

Business Strategy, Management & Administration


Job Family:

Administrative Support


Time Type:

Full time

Citi is an equal opportunity and affirmative action employer.

Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Citigroup Inc. and its subsidiaries ("Citi") invite all qualified interested applicants to apply for career opportunities. If you are a person with a disability and need a reasonable accommodation to use our search tools and/or apply for a career opportunity review
Accessibility at Citi
.

View the "
EEO is the Law
" poster. View the
EEO is the Law Supplement
.

View the
EEO Policy Statement
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View the
Pay Transparency Posting


Effective November 1, 2021, Citi requires that all successful applicants for positions located in the United States or Puerto Rico be fully vaccinated against COVID-19 as a condition of employment and provide proof of such vaccination prior to commencement of employment.

This position provides administrative and operations support to the global technology department. This role will include administrative and project oversight for IT based projects for colleagues in the US, UK, and India, coordinating meetings, receiving and responding to typical and non-routine correspondence, handling confidential and sensitive information, and providing. The right candidate will provide new insights to help improve productivity through creative problem solving.

The right candidate will provide new insights to help improve productivity through creative problem solving. (This position is part-time - 30 hours per week).
Essential Job Functions & Responsibilities

The job functions include, but are not limited to, the following:

* Provide support for the Technology management team, including general administration, project management, and editorial assistance; manage calendar and travel plans, coordinate meetings, arrange meetings, catering, etc.
* Assist in processing invoices, creating purchase orders, tracking payments, and communicating status of payments with vendors
* Organize and manage department calendars, schedules and monthly reports
* Act as the point of contact for department reporting and communicate status adequately to all stakeholders
* Assist department managers in the creation of reports and presentations
* Organize and manage various department processes and reports while seeking to add efficiencies
* Assist managers in tracking of department costs, projects and metrics
* Develop reports and dashboards in JIRA/Confluence to communicate progress
* Monitors Project progress and accuracy during the project Development Life-cycle
* Assist managers with meeting and documentation preparation
* Manage and track status of task completion for small projects

Qualifications & Education

Any combination equivalent to, but not limited to, the following:

* Bachelor Degree or equivalent
* 2+ years of project coordination/management experience required
* Experience with JIRA, Confluence and SharePoint a plus
* Experience with project management a plus
* Proficiency with Microsoft Outlook
* Strong level of competence with MS Project, MS Visio, MS Word, Excel, and PowerPoint
* Knowledge of standard project management concepts and online tools
* Excellent customer service, telephone etiquette, and interpersonal skills
* Strong verbal and written communication skills and the ability to effectively listen
* Ability to stay organized and work on multiple tasks simultaneously in a fast-paced environment and meet time constraints
* Ability to quickly adjust to changing priorities and make decisions with limited information
* Ability to maintain a high level of customer trust and confidence in the team's knowledge and concern for users' needs
* Ability to work as part of a team environment or in a team environment

SAGE U.S. Diversity, Equity, and Inclusion (DEI) Charter

SAGE Publishing is committed to being an inclusive employer where all individuals are treated with fairness and respect, regardless of age, disability, gender identity, marriage and partnership status, pregnancy and parental responsibilities, race, religion and belief, sex, or sexual orientation.

We believe that diversity is a cornerstone of a vibrant culture. We want SAGE to be an organization where the most talented staff and high-potential staff are recruited, have the opportunity to grow, and want to work. We strive to achieve a better representation of diverse talent