Administrative Associate I - Public Health

About the position Coordinates and supports public health operations, programs, projects, and activities. This position provides administrative support for the Public Health team, such as vendor scheduling, invoice processing, data entry, and managing travel, among others. Essential Functions: Administrative support for Public Health operations and programs: Completes tasks and processes assigned such as administrative support, vendor scheduling, invoice processing, and data entry. Assists with specific components of various departmental programs, such as water sampling, IMP, and compliance. Manages travel arrangements for all members of the Public Health team. Manages departmental records in compliance with record retention policies. Financial Support: Codes, records and reviews departmental invoices in the accounts payable systems according to policy. Reconciles appropriate department purchases and expenses using the appropriate source documents and company policy (annual Plan, Markview, departmental purchases). Prepares, submits, and tracks departmental expense reports. Demonstrates sensitivity to cost effectiveness within the department. AdHoc Project Support: Supports ad-hoc and non-recurring projects while still satisfying requirements of regular daily assignments. Provides cross-coverage for other Health Services and Public Health roles upon request.

Responsibilities

• Administrative support for Public Health operations and programs
• Completes tasks and processes assigned such as administrative support, vendor scheduling, invoice processing, and data entry.
• Assists with specific components of various departmental programs, such as water sampling, IMP, and compliance.
• Manages travel arrangements for all members of the Public Health team.
• Manages departmental records in compliance with record retention policies.
• Codes, records and reviews departmental invoices in the accounts payable systems according to policy.
• Reconciles appropriate department purchases and expenses using the appropriate source documents and company policy (annual Plan, Markview, departmental purchases).
• Prepares, submits, and tracks departmental expense reports.
• Demonstrates sensitivity to cost effectiveness within the department.
• Supports ad-hoc and non-recurring projects while still satisfying requirements of regular daily assignments.
• Provides cross-coverage for other Health Services and Public Health roles upon request.

Requirements

• Ability to work with minimal supervision and to independently maintain priorities.
• Comfortable with deadlines.
• Analytical and problem solver.
• Consistent attention to detail and accuracy.
• Intermediate to advanced skills in the use of Microsoft Office Suite.
• Excellent interpersonal and communication skills (verbal and written) with vendors, ship personnel, employees, internal departments, and management.
• High School Diploma or GED/ Associates degree or higher preferred
• One year of experience in positions defined by administrative support and/or clerical responsibilities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

Nice-to-haves

• College degree may substitute for work experience.
• Familiarity with Public Health terminology is preferred.
• Experience in logistics and scheduling preferred

Benefits

• Health Benefits: Cost-effective medical, dental and vision plans
• Employee Assistance Program and other mental health resources
• Additional programs include company paid term life insurance and disability coverage
• Financial Benefits: 401(k) plan that includes a company match
• Employee Stock Purchase plan
• Paid Time Off
• Holidays – All full-time and part-time with benefits employees receive days off for 8 company-wide holidays, plus 2 additional floating holidays to be taken at the employee’s discretion.
• Vacation Time – All full-time employees at the manager and below level start with 14 days/year; director and above level start with 19 days/year.  Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 84 hours/year.  All employees gain additional vacation time with further tenure.
• Sick Time – All full-time employees receive 80 hours of sick time each year.  Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 60 hours each year.
• Other Benefits
• Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends
• Personal and professional learning and development resources including tuition reimbursement
• On-site Fitness center at our Miami campus

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