Administrative Assistant - Technical Training

New York, NY

Non-Exempt

Summary

We are seeking a meticulous and organized Administrative Assistant (“Admin”) to join our team. The Admin to the IS Technical Training Department assists the technical training department staff with administrative and secretarial functions including, but not limited to, drafting and issuing correspondence, assisting with the coordination and distribution of training tips and announcements; setting up classes on the training calendar and training database, preparing the classrooms for trainings, and assisting the trainers with day-to-day activities such as answering phones, in particular the training hotline number, arranging conference calls, coordinating meetings, and recording minutes. The Admin also acts as a liaison between the training department and other departments within and outside the IS department.

The ideal candidate will be detail-oriented, possess excellent organizational skills, multitask effectively, and be able to quickly change priorities when necessary. The primary responsibility of this role will be to provide administrative support to various departments within the IS Department, ensuring a smooth day-to-day operation.

ESSENTIAL DUTIES AND RESPONSIBILITIES (include the following. Other duties may be assigned).

Attention to Detail
The most important part of this job is to be observant, with the ability to notice and fix inconsistencies quickly and accurately; organize daily, monthly, and annual tasks well; routinize tasks so they are completed on-time and, update and maintain firm databases.
Correspondence
Compose and/or proofread correspondence/reports and assist with all writing projects
Research and draft summaries
Manage and announce twice weekly technology announcements
Keystroke documentation for instructional accuracy; make updates to documentation as directed by trainers.
Help manage the Technology and Training Department mailboxes.
Database Management
Must maintain accurate entries when accessing and updating PeopleSoft and all other databases within the Firm. Must keep personal data private and always maintain confidentiality.
Classes
Schedule and add classes to the departmental calendar and any other electronic interactions like a database or an LMS
Set up electronic/remote training sessions w/ the non-New York locations as the need warrants.
Manage training schedules of the rooms, trainers, and participants.
Provide attendance sheets and update database/LMS.
Perform pre and post-class training room prep – Login PCs at least 20 to 30 minutes before class start time, distribute documentation, print sign-in sheets, set out name cards, and make sure markers and other necessary supplies (pens and pads) are available and that room signage is correct. Test that application defaults are reset and consistent on each PC. Stock rooms with pads, pens, name cards, and paper for printers and faxes. Reboot all PCs after each class, except on those days when system updates require that the PCs remain on overnight. Send training evaluation forms after every session unless otherwise directed by the trainer.
Assist with ongoing training room maintenance. Make sure training room PCs have the most current upgrades installed and that usernames and passwords are correct, current, and modified when needed. Make sure usernames are correctly placed on the monitors at each workstation and in the correct order. Request from the Help Desk password changes every 90 days.
Create and distribute the appropriate Essential Forms before a new hire’s start date (some information to come from HR and other sources). There are different Essential Forms – one for newly hired, one for the lawyer transfers from one of the branch offices to New York, one for newly hired staff without a personal telephone line, and one for Summer/Fall Associates.
Send Technology Tips to new hires and bi-monthly tips firm-wide.
Equipment
Work with the maintenance department to keep training rooms and training offices clean.
Liaise and follow up with the Help Desk when the training room or trainers’ PCs are not functioning properly.
Maintain departmental equipment and supplies such as copiers, printers and faxes, paper, pens, etc.
EUC Metrics
Run ServiceNow reports, monitor trends, track assessment numbers, and manage other IS-related metrics.
Announce the temp terminations and update PeopleSoft.
Other Duties:
Organize (filing and database entry) hard copy and electronic evaluations.
Be available to assist not only the training department but other departments within IS with miscellaneous clerical work which includes, but is not limited to, maintaining attendance, preparing vendor bills, completing purchasing requisitions and expense vouchers, updates to PeopleSoft, and handling travel arrangements.
Direct students to appropriate classes and assist other staff who may have questions about training locations (i.e., act as receptionist)
Order food for lunch hour classes and meetings; confirm attendance numbers with the conference center staff.
Time permitting, review all documentation (outlines, manuals, quick reference cards, practice documents, workbooks, secretarial transcripts, and assessment data) as directed by trainers. Reorder when needed.
Assist with set-up (prepare hard copies, set-up accounts & pins for online assessments), proctoring, and scoring of applicant and secretarial assessments.
When appropriate, assist trainers prepare score sheets, report cards, and certificates, when necessary.
Set up and maintain CBTs/LMS accounts and run reports.
Priorities/Communication
The Admin may need to respond to training-related messages in the trainer’s mailbox or messages from the training hotline voicemail. The Admin must be flexible, have excellent interpersonal skills, and work well with all levels of internal management and staff and outside clients and vendors. The Admin must coordinate projects and help training management stay appraised of and meet upcoming deadlines.

QUALIFICATIONS

Requires strong MS Office skills, with emphasis on Word and Excel.
Must have strong business correspondence skills and an ability to proofread for grammar, spelling, and punctuation with substantial accuracy.
Requires the ability to handle multiple interruptions and adjustments to priorities throughout the day.
Must have the ability to communicate effectively with diverse, and sometimes irate, individuals and to handle situations ranging from routine to emergency.
Must have excellent organizational skills and the ability to set priorities, organize workload, handle multiple responsibilities, and meet deadlines.
Requires the ability to work independently with minimum supervision but keeps manager and director abreast of accomplishments.

Requirements

BA / BS preferred but not required. At least five years of related experience is required.
Excellent verbal and written communication skills.
Must accurately type at least 50 words per minute in a setting with many interruptions, handwritten drafts, or verbal dictation.
Must be able to quickly learn new software programs and assist the department when software testing is necessary.
Must have the ability to work within a team setting and with multiple contributors on projects.
Must be able to multi-task projects and events.
Must maintain discretion and strict confidentiality regarding all work performed, especially when handling sensitive information.
Must have a willingness to learn new things and an eagerness to acquire new skills.

Preferred Not Required

Graphics and/or desktop publishing experience.

WORK ENVIRONMENT

The work environment is friendly and collaborative. Each member is a vital part of the team understanding that their roles are for the benefit of the common goal. As a result, the environment is filled with cooperation, trust, respect, and support.

COMPENSATION

The base salary range offered for this role will be between $65,000 and $80,000. When determining a candidate’s compensation offer, elements unique to each person are taken into consideration including but not limited to skill set, experience level, performance, professional certifications, degrees, and location, as well as the needs of the Firm.

The total compensation package for this position may include overtime pay, discretionary bonuses, and other benefits.

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Administrative Assistant - IS Training