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

Introduction to arenaflex

arenaflex is a leading research institution dedicated to advancing knowledge and innovation in various fields. Our team is passionate about making a positive impact through our work, and we are seeking a highly skilled and motivated Administrative Assistant/Data Entry Specialist to join our dynamic team. As a key member of our support staff, you will play a vital role in ensuring the smooth operation of our administrative systems, providing exceptional support to our Executive Director and team members, and contributing to the overall success of our organization.

Job Overview

The Administrative Assistant/Data Entry Specialist at arenaflex is 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 administrative 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 to guarantee seamless operation.
• Perform compliant and accurate data entry into the grants management system for pre and post-award processes, ensuring that all data is up-to-date and accurate.
• 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, ensuring that all awards are properly closed out and recorded.
• Execute periodic reports and review the status of proposals, identifying inaccuracies and communicating them to the Executive Director to ensure that all proposals are accurately tracked and reported.
• Take corrective action in the system as instructed by the Executive Director, ensuring that all issues are resolved promptly and efficiently.
• Manage requests for customized funding searches and maintain a tracking system for follow-up and metrics, ensuring that all funding searches are properly tracked and reported.
• Develop and facilitate workshops and training on the grants management and funding search systems, ensuring that all team members are properly trained and equipped to use these systems.
• Collaborate with the purchasing/travel agent to manage office supplies and maintain inventory, ensuring that all office supplies are properly stocked and maintained.
• Perform data entry in the financial system and provide administrative support to the Controller, ensuring that all financial data is accurately entered and maintained.
• Provide administrative support to the Executive Director and colleagues as needed, ensuring that all administrative tasks are completed efficiently and effectively.
• Manage university office communications and updates, including IT and email distribution, ensuring that all team members are properly informed and connected.
• Update the arenaflex website as directed and perform general office support tasks, ensuring that all website updates are properly completed and that all office tasks are efficiently managed.
• Assist with the coordination of arenaflex hosted events and recommend improvements to workflow and processes, ensuring that all events are properly planned and executed and that all workflows and processes are continuously improved.

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. You will also need to have experience with data entry and administrative support tasks, and be able to demonstrate a commitment to providing exceptional support to our team.

• Strong understanding of technology and data management systems.
• Ability to work independently and collaboratively within a team.
• Experience with data entry and administrative support tasks.

Preferred Qualifications

While not required, experience with grants management systems or financial systems would be highly beneficial in this role. Additionally, familiarity with workshop development and training facilitation would be an asset, as you will be responsible for developing and facilitating workshops and training on our grants management and funding search systems.

• Experience with grants management systems or financial systems.
• Familiarity with workshop development and training facilitation.

Career Growth and Development

At arenaflex, we are committed to the growth and development of our team members. 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 dynamic and experienced team, and to contribute to the development of new systems and processes.

Work Environment and Culture

arenaflex is a dynamic and innovative organization that values collaboration, creativity, and excellence. Our team is passionate about making a positive impact through our work, and we are committed to creating a work environment that is supportive, inclusive, and stimulating. As an Administrative Assistant/Data Entry Specialist, you will be an integral part of our team, and will play a key role in shaping our culture and contributing to our success.

Compensation and Benefits

arenaflex offers a competitive compensation package, including a range of benefits such as 401(k), dental insurance, health insurance, paid time off, and vision insurance. We also offer a range of perks and benefits, including professional development opportunities, flexible working arrangements, and a dynamic and supportive work environment.

Conclusion

If you are a motivated and experienced administrative professional looking for a new challenge, we encourage you to apply for the Administrative Assistant/Data Entry Specialist role at arenaflex. This is a unique opportunity to join a dynamic and innovative organization, and to contribute to the success of our team. With a competitive compensation package, a range of benefits, and opportunities for growth and development, this is a role that is not to be missed. Apply today to join our team and take the first step towards an exciting and rewarding career at arenaflex.