New job Department Office Administrator in Massachusetts

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MITRE Lab’s Communications, SIGINT, and PNT Department is seeking an office administrator to join our team in Bedford, MA and provide support to staff and department management. This position requires efficient and proactive execution of a broad range of activities in support of our business objectives. This is an excellent opportunity for someone to be an integral part of the department team and help shape department practices and improve our collective efficiency.

Key Functions:

• Establish and maintain a strong working relationship with department management and staff. Work in conjunction with management in a team-based approach to support the needs of our work program.
• Lead the coordination of department hiring by working closely with managers and HR’s recruiting team to track candidates, coordinate interviews with HR representatives and department staff, and manage the hiring process from interview to on-boarding. Proactively establish close working relationships across the management team, other division office administrators, and HR.
• Calendar coordination for department management including department level recurring events. This will require the ability to prioritize and creatively coordinate across conflicting calendar events while ensuring the right participation.
• Plan, coordinate, and administratively support a variety of department level meetings. This will include, but is not limited to, development of agendas and presentations, generating invites, posting read-ahead materials, arranging for the proper meeting venue, coordinating for facility needs, completing all catering orders, providing for teleconferencing and MS Teams assistance, handling security needs, generating meeting minutes, and archiving material for future use.
• Maintain and manage the content of key department online catalog listings for hiring, tasking, and work program project opportunities.
• Make travel arrangements in accordance with MITRE’s travel policies and procedure and prepare expense vouchers for the department leadership team as needed.
• Properly handle highly sensitive and privileged HR transactions.
• Maintain and manage all department confidential files, records, organization charts, etc.
• Manage purchases and meeting budgets.

Basic Qualifications :

• High school diploma or equivalent, plus 5 years of experience
• Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information or applicants who are eligible for security clearances.

Required Qualifications:

• Relevant work experience
• Proactive initiative and follow-through on a broad range of administrative duties and have strong interpersonal skills and the ability to work effectively in a team environment.
• Be self-motivated, willing to learn new things, manage multiple tasks, problem solve, and able to prioritize effectively.
• Strong attention to detail, exceptional organizational skills, ability to apply accuracy to one’s work.
• Ability to manage budgets, including purchasing and tracking capital expenses for the department and projects.
• Experience and advanced knowledge of MS Office Tools including: Word, PowerPoint, Excel, Outlook, Teams, etc.
• Document preparation including technical reports and products, expense reports, and other standard business documents.

Preferred Qualification:

• Associate or bachelor’s degree and 7 years of experience.
• Experience with web page creation and management.
• Experience interfacing with sponsors/customers with a high level of poise, tact, professionalism, and diplomacy.

This requisition requires the following clearance(s):

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