Experienced Administrative Assistant and Data Entry Specialist for Dynamic Team Support and System Management

Introduction to blithequark

At blithequark, we are dedicated to fostering an environment of innovation and excellence. As a leading institution in our field, we recognize the importance of having a strong support team that can manage our systems, provide administrative assistance, and ensure the smooth operation of our daily activities. Our team is passionate about making a difference, and we are now seeking an experienced Administrative Assistant/Data Entry Specialist to join our dynamic group. This role is crucial in managing data entry, maintaining various systems, and providing support to our Executive Director and team members.

About the Role

The Administrative Assistant/Data Entry Specialist at blithequark will be responsible for managing data entry and maintenance of various systems, including grants management and financial systems. This role requires a strong understanding of technology, the ability to work independently, and a commitment to supporting the team in various capacities. The position also involves providing administrative support to the Executive Director and the team as needed, ensuring that all tasks are completed efficiently and effectively.

Key Responsibilities

• Maintain expert knowledge of the grants management system and the funding search system, ensuring updates and troubleshooting as necessary.
• Perform compliant and accurate data entry into the grants management system for pre and post-award processes.
• Serve as the primary point of contact for help desk requests, resolving challenges and errors in a timely and professional manner.
• Assist with the award close-out process and ensure timely updates in the grants management system.
• Execute periodic reports and review the status of proposals, identifying inaccuracies and communicating them to the Executive Director.
• Take corrective action in the system as instructed by the Executive Director.
• Manage requests for customized funding searches and maintain a tracking system for follow-up and metrics.
• Develop and facilitate workshops and training on the grants management and funding search systems to enhance team knowledge and skills.
• Collaborate with the purchasing/travel agent to manage office supplies and maintain inventory, ensuring that all necessary materials are available.
• Perform data entry in the financial system and provide administrative support to the Controller, contributing to the financial health and stability of blithequark.
• Provide administrative support to the Executive Director and colleagues as needed, demonstrating a flexible and team-oriented approach.
• Manage university office communications and updates, including IT and email distribution, to ensure that all stakeholders are informed and engaged.
• Update the blithequark website as directed and perform general office support tasks, maintaining a high level of organization and attention to detail.
• Assist with the coordination of blithequark hosted events and recommend improvements to workflow and processes, contributing to the success and reputation of our institution.

Essential Qualifications

To be successful in this role, you will need to possess a strong understanding of technology and data management systems, as well as the ability to work independently and collaboratively within a team. Experience with data entry and administrative support tasks is also essential, along with excellent communication and problem-solving skills.

Preferred Qualifications

While not required, experience with grants management systems or financial systems would be highly beneficial in this role. Familiarity with workshop development and training facilitation would also be an asset, as would experience with website management and maintenance.

Skills and Competencies

To excel in this position, you will need to demonstrate a range of skills and competencies, including:

• Technical skills: Proficiency in Microsoft Office, particularly Excel, Word, and Outlook, as well as experience with grants management and financial systems.
• Communication skills: Excellent written and verbal communication skills, with the ability to effectively interact with colleagues, stakeholders, and external partners.
• Problem-solving skills: Strong analytical and problem-solving skills, with the ability to troubleshoot issues and develop creative solutions.
• Time management skills: Excellent time management and organizational skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Teamwork skills: A strong team-oriented approach, with the ability to work collaboratively with colleagues and support the success of the team.

Career Growth Opportunities and Learning Benefits

At blithequark, we are committed to supporting the growth and development of our employees. As an Administrative Assistant/Data Entry Specialist, you will have access to a range of training and development opportunities, including workshops, conferences, and online courses. You will also have the opportunity to work with a talented and dedicated team, learning from their experiences and expertise.

Work Environment and Company Culture

blithequark is a dynamic and innovative institution, with a strong commitment to excellence and teamwork. Our work environment is collaborative and supportive, with a focus on open communication, mutual respect, and trust. We value diversity and inclusion, and are dedicated to creating a workplace that is welcoming and inclusive for all employees.

Compensation, Perks, and Benefits

blithequark offers a competitive compensation package, including a range of perks and benefits, such as:

• 401(k) plan
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

We also offer a range of other benefits, including professional development opportunities, flexible working arrangements, and a supportive and inclusive work environment.

Conclusion

If you are a motivated and detail-oriented individual with a passion for administration and data entry, we encourage you to apply for this exciting opportunity. As an Administrative Assistant/Data Entry Specialist at blithequark, you will have the chance to work with a talented and dedicated team, contribute to the success of our institution, and develop your skills and expertise in a supportive and inclusive environment. Don't miss out on this opportunity to join our dynamic team and take your career to the next level. Apply now to become a part of the blithequark team!