Sarah M.

Front Desk Coordinator: • Manage the reception area by maintaining a tidy and professional appearance at all times. • Greet visitors and vendors graciously and courteously while maintaining security of the environment. • Respond to general inquiries; redirects callers or takes messages. • Maintain conference room schedules and coordinate with other administrative assistants on their use. • Responsible for catering orders related to breakfast, luncheon, or dinner meetings. • Assist with coordinating required materials and refreshments for each conference room when scheduled by an outside party and is a liaison for questions related to the A/V equipment. • Distribute incoming and outgoing mail. • Order and manages all mail, office, and coffee supplies. • Receive and ensure distribution of deliveries. • Maintain office equipment supplies and purchases. • Daily upkeep of the kitchen and conference rooms and other community areas • Manage payment of central invoices, with the approval of the Team Lead of Office Administration. • Act as the central contact for RM employees for issues that need to be directed to 101 Huntington • Submit tenant service requests and see through to completion; follow up on requests • Update ID security system for changes to security badges • Perform data entry, as necessary, for the department. • Maintain computerized and/or manual systems/logs, as appropriate. • Assist with planning and prep work of large meetings, events and conferences, as directed. • Act as department liaison for all computers and related ordering using Ergonomics. • Other responsibilities as assigned by the Team Lead of Office Administration. Executive and Administrative Support: • Manage the calendars for the Corporate Director of Research Analytics & Research Applications, Research Analytics Assistant Director, the Director of Research Finance Systems and their teams, including the planning and timely notification of meetings and appointments, using independent judgment in setting priorities and proposing alternatives to meetings. • Plan, confirm and execute travel arrangements for Directors, and others as needed, including review of departmental travel and entertainment expenses. • Serve as point of contact for the Research Applications, Research Analytics and Research Finance Systems teams, includes the review of incoming correspondence, route routine mail and initiate first response. • Serve as point person for AP administration for Research Applications capital projects including the establishment of PO's for vendors and tracking of invoices, and fund balances. • Prepare weekly timekeeping for all Research Applications, Research Analytics and Research Finance Systems teams using the Kronos system. • Act as staff to department meetings including preparation and updating of agenda, taking minutes, uploading to SharePoint sites, dispersing all information in a timely and direct manner, also including any other necessary meeting materials (A/V equipment, PowerPoint presentations, Excel Pivot Tables, Other Comprehensive Excel Tablets, Formatting, Editing, Distributing, and Presenting Word Document Materials. • Follow Up on Work Requests From the Call Center, Transport, Housekeeping, and Environmental Services. • Scheduling employees’ work areas and hours. • Help with Human Resources Department in Filling Management Positions. • Constant Calendar Management and Updates in Outlook, Including Constant Accessibility through Email, Phone, and Cell Phone. • Coordination of Conferences, PowerPoint Projects, Catering, Travel (Both National and International). • Working Daily with PeopleSoft, SharePoint Sites for Each Department and Team (Updating, Uploading, and Editing Documents, • Organization of and Updating All Information for the Departments and JCAHO. • Understanding what is Needed When, Working with No Overhead, Multi-Task With Personally-Set Deadlines. • Taking All Loose Paperwork and Begin An Organized Filing System for All Above Mentioned Departments. • Flexible Hours - Staying Late, Coming In Early, Skipping Lunch, and So On. • Working Effectively in High Stress and Multifaceted Situations.