Administrative office assistant job description

Job Position: Service Specialist
Job Type: Hourly
Preferred Shift: 8:00 AM - 4:30 PM (1-hour lunch, 37.5 hours per week, M-F

Summary
Epiq is currently seeking a Service Specialist to join our Boston team. This role will be critical in helping ensure multiple areas of administrative duties are fulfilled to successfully deliver on our service commitments in a timely and effective manner. Administrative duties may include things like handling and distributing mail, copying, printing, hospitality, backup reception, filing, or other services defined or outlined in Epiq's service agreement with the client.

Responsibilities
Mail Services include metering, sorting, and distributing mail (Digital Mail) and accountable packages per schedule Copy Services includes accurately producing copy, print, and scan projects per written instructions Reception (back up) includes answering incoming telephone calls and routing to the appropriate person, will greet and announce visitors in a friendly and professional manner Hospitality Services include coordination and upkeep of client conference rooms, common areas, and kitchens. Inspect and ensure that all rooms are clean, stocked with supplies, and ready for continual use. Organize and distribute client kitchen supplies. Maintain inventory control and order supplies as needed Floor Coordination includes the upkeep of copy rooms and stocking of general supplies, delivery of paper, and basic daily maintenance Facilities Services may include hanging pictures, small office moves, cleaning services, and communication with key client contacts regarding building/equipment concerns.

Job Requirements
High School Diploma or GED1+ work experience in a customer services field Ability to multitask with attention to detail Ability to resolve issues with professionalism and tact Ability to lift or move 40 lbs. or greater Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs Ability to walk, bend, kneel, stand, or sit for extended periods of time Successful candidates must be fully vaccinated from COVID 19 as a condition of employment prior to the start date.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

It is Epiq's policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual's race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Epiq's policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.

The Faculty Support Team (FST) at Stanford Law School, seeks a full-time Administrative Associate and Dean's Office Assistant to join its dynamic administrative, academic and legal services team.

As a premier administrative support unit, the FST plays an integral role in assisting and supporting faculty with the development and implementation of the academic content for students as well as general research and teaching agendas.If having strong research and presentation skills, being able to conduct research projects without close supervision and paying close attention to detail are skills that you possess, this position is ideal for you. Strong interpersonal skills and the ability to interact with senior corporate executives and government officials are also valuable. In this role, you will maintain a full range of administrative and research duties, and are expected to work collaboratively with many departments within the Law School and externally to achieve a broad range of programmatic and academic goals. This position reports to the Director of Faculty Support Services and be expected to work independently but also as part of a team dedicated to the law school's mission.

Stanford Law School, on the campus of one of the world's leading research universities, offers unmatched opportunities. We are known for our collegial culture, which is intimate and egalitarian. In this close-knit community, collaboration and the open exchange of ideas are essential to life and learning. Students, faculty, staff, alumni - all support and inspire each other to explore, excel and contribute to the world through law.
Supporting the Dean's office you will be expected to:


Manage and respond to high volume of phone calls, emails, and drop-in inquiries.
Maintain the confidentiality of information coming through the Dean's office. Plan, execute, and oversee functions and events sponsored by the Dean's office. Support the Faculty Affairs function of the Dean's Office by assisting with faculty visits, appointments files, faculty workshops and faculty meetings. Schedule meetings and calendar with limited consultation. Manage the travel and expense reimbursements for the Dean and Dean's Office staff, and oversee and/or process a variety of complex financial transactions. Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as appointments files, course materials, and presentations.
Core Duties:


May act on behalf of the supervisor, department manager, in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Oversee and/or perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. Coordinate logistics for class speakers or visitors. Compose and draft documents and correspondence for presentations, course handouts/materials (using Canvas), conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. May obtain visas and other travel documentation needed in compliance with unit, university, and sponsor policies. Oversee and/or process a variety of complex financial transactions (process invoices and reimbursements, including pcard and travel card transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
Other duties may be assigned, including but not limited to:
Research articles, topics, and case law using various internet search engines and research databases; conduct research on and help prepare presentations relating to topical developments in financial markets and in the regulatory environment. Research, prepare and record copyright permission requests for course materials through Copyright Clearance Center. Edit and process letters of recommendation for academic positions as well as student clerkships.


MINIMUM REQUIREMENTS:


High school diploma and four years of administrative experience, or combination of education and relevant experience. Bachelor's degree, and research or administrative experience in a corporate or academic setting strongly preferred.


Knowledge, Skills and Abilities


Advanced computer skills and demonstrated experience with office software and email applications. This includes being able to use the advanced format features and complex mathematical functions in Word and Excel. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions.
Must have or be willing to promptly acquire, knowledge of computer-based research programs such as Lexis or Westlaw. Will be expected to gain working knowledge of Stanford systems, including Oracle, if not already proficient.

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Additional Information

Independent for over 75 years, Milliman delivers market-leading services and solutions to clients worldwide. Today, we are helping companies take on some of the world's most critical and complex issues, including retirement funding and healthcare financing, risk management and regulatory compliance, data analytics and business transformation.

Through a team of professionals ranging from actuaries to clinicians, technology specialists to plan administrators, we offer unparalleled expertise in employee benefits, investment consulting, healthcare, life insurance and financial services, and property and casualty insurance.
Detailed Description

This is a part-time position (hours: 8:30 am - 1:30 pm, Mon. - Fri.) with a possible opportunity for full-time employment.

Responsibilities include:


Answer the switchboard Pick up, open, and distribute incoming mail Log in in all incoming checks Sign for packages (UPS, FedEx, etc.) and notify recipients. Order office supplies and stationery Providing administrative support for four different consulting practices Create and manage invoices and related financial reports (includes extensive spreadsheet and mail merge work) Coordinate repairs of copiers Coordinate catering orders and deliveries Assist the administrative staff with overflow work as needed Assist with miscellaneous projects (shredding, mass mailing, etc.) Provide back-up assistance to practice areas during periods of absence or when workload requirements mandate it Other duties as assigned



Work Experience


At least two years experience in an office environment.


Skills needed to adequately perform duties:


Strong Microsoft Word, Excel, PowerPoint, Reference/Citations/Footnotes and mail merge skills are a must.

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)