Senior Administrative Specialist - La Jolla, CA

Overview

The Institute for Defense Analyses (IDA) in La Jolla, CA has an immediate opening for a Senior Administrative Specialist.  This opening is located at IDA’s Center for Communications Research in La Jolla, California (CCR-L).  IDA offers a competitive salary, an excellent benefits package and a superior professional working environment.  To the right individual, IDA offers the opportunity to have a major impact on key national programs while providing administrative support on fascinating technical issues.

We are seeking a Senior Administrative Specialist, who under general supervision, performs a variety of routine and complex administrative tasks requiring an extensive working knowledge of the organization and its programs, practices, and procedures.  Maintains a highly responsive relationship to staff members in regard to their day-to-day activities.  Specific responsibilities and areas of support include facilitating special events, processing reimbursements, arranging travel, maintaining records, and assisting with Human Resources, property, facilities and security processing.

We support transparency, equity, and fairness in our compensation program and provide a reasonable estimate of the salary range based on data-driven market analysis for each position.  While it is not typical for an individual to be hired at or near the top of the range, a reasonable estimate of the salary range for this role is $48,744-$77,986.  Individual salary within this range will be commensurate with the incumbent’s experience and unique skills or qualifications. 

Responsibilities

1.  Provides administrative support in the areas of Human Resources, travel coordination, security documents and general administrative services for the staff at CCR-L.  Prepares documents on a timely and accurate basis per prescribed procedures; provides forms and copies as needed; establishes and maintains records.
2.  Assists with all aspects of administrative processing, including copying, mailing, distributing and collecting forms.
3.  Assists staff by providing guidance with travel authorizations, reservations, processing authorized reimbursements, and applications for corporate credit cards.
4.  Provides support as needed for special events such as SCAMP, Program Management Meetings, and conference hosting.
5.  Provides backup for other administrative areas at CCR-L including travel, purchasing, accounts payable, property, minor facility repairs and executive administrative assistant functions.
6.  Under general supervision, performs duties to include running errands, courtesy transport, assist with moving furniture, escorting vendors, stocking of supplies, breakroom management and packaging & shipping of government property.
7.  Performs other duties as assigned.

Qualifications

• High school diploma or equivalent.
• Two or more years of progressively responsible experience in administrative functions.
• Demonstrated ability to operate effectively under deadlines with tact and diplomacy.
• Strong interpersonal skills with the ability to communicate effectively orally and in writing with all levels of employees.
• Experience using personal computers and associated software.
• Possess a valid driver’s license.
• Ability to obtain and maintain Top Secret security clearance with lifestyle polygraph. 

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