Administrative Assistant at IUPAT – Hanover, Maryland

SUMMARY The International Finishing Trades Institute (iFTI) headquartered in Hanover, MD, currently has an open position for Support Staff. The Support Staff position will report directly to the Office Manager. The successful candidate will be a high energy, proactive, and customer service-oriented individual with excellent interpersonal skills – an approachable, open-minded, team player who is comfortable working collaboratively and in partnership with others. This is a key position for the future success of the iFTI. Initiative, creativity, and outstanding written and verbal communication skills are necessary. The ability to collaborate and interact well with executives and staff at all levels is required to succeed. ESSENTIAL DUTIES & RESPONSIBILITIES Provide administrative support to all FTI Executive Staff Act as liaison with members of the District Councils and Local Unions Create a variety of correspondence, forms, templates, checklists, and tables using Microsoft Office (Excel, Word, Access, and PowerPoint) Class and/or event preparation and set-up Strong organizational skills with the ability to develop and track results Prepare UPS & USPS shipments and schedule pick-ups when required Update and manage calendars. Keep contacts informed of pertinent meetings and events Update and maintain an Excel spreadsheet with District Council/Local Union Directors of Training Contact information Understanding the complex needs of different events and diverse situations Planning event aspects, such as venue, seating, dining, and guest list Anticipating and planning for possible different scenarios Strong communication skills, and the ability to present event ideas and plans to instructors and staff Incoming and outgoing mail and UPS, and answer phones Perform other duties as assigned by iFTI Office ManagerKNOWLEDGE, SKILLS, & ABILITIES Excellent customer service Outstanding written and oral communications skills Ability to work with all levels of staff (Internal & External) Exceptional organizational skills Problem solving skills Ability to Multitask while prioritizing critical activities Punctuality and good attendance are required Professional appearance Intermediate to advanced knowledge of Microsoft Word, Excel, Access, PowerPoint, web browser, Google Mail, and Adobe 9 required. Must demonstrate tact, professionalism, discretion, and diplomacy in working with private/sensitive issues and personnel matters. SUPERVISORY RESPONSIBILITIES None AUTHORITIES The incumbent has the responsibility of providing back-up coverage as needed. REQUIRED EDUCATION AND EXPERIENCE High school diploma required; BS Degree in related field preferred Two (2) to Five (5) years of administrative assistant and general office experience Prior experience in event planning preferred Union experience preferred CERTIFICATES, LICENSES, REGISTRATION None PHYSICAL DEMANDS Use of the computer for approximately 80% - 90% of the day. Physical mobility required to assist in organization of meeting and training materials. Lifting of light boxes may be required in the course of organizing and distributing work in the office. Overtime may be required to meet deadlines WORK ENVIRONMENT Forty (40) hours will constitute the regular work week. The working hours will be eight (8) with 30 minutes for lunch per day. Flex start time window applicable (7:00 AM to 9:00 AM). However, flex window hours are subject to change to assigned start time(s) based on departmental needs. Position based in Hanover, MD