Team Assistant

JOB TITLE



Team Assistant

 

Job summary

As a member of the Consulting Services organization, the Team Assistant ("TA") will work closely with the Service Operations team and the Service Operations Manager. This role requires that the TA be an independent thinker, adaptable to changing priorities and deadlines, responsible for judgment calls, and extremely interactive with the team members, delivery managers, practice managers, internal consultants and subcontractors.  The TA is a customer service oriented individual who possesses a high degree of written and verbal communication skills, organizational skills, and has the ability to foster teamwork as well as work effectively as a team member or independently. 

 

The TA is flexible and adapts well to changes in pace and pressure. This position requires great attention to detail, a high level of accuracy, the ability to meet weekly deadlines, and a proactive approach to working within the established expense policies, guidelines and procedures of the department.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

General Administrative Duties:

? Answers telephone (or pages) as requested by department management

? Composes and types routine correspondence with little to no guidance

? Enters and updates information in various databases such as consultant professional profiles, certification requirements and team organization

? Compiles excel updates on department activity reports for management on a consistent basis with little to no guidance

? Analyzes activity reports and provides summarization to managers

? Schedules conference call sessions and prepares appropriate agenda materials as requested

? Assists in the preparation of meeting and training materials including PowerPoint and/or Visio presentations

? Participates in meetings to record and prepare meeting minutes including identification of important discussion topics and action items

? Makes copies of correspondence or other printed matter; files correspondence and other records

? Provides backup support for other Services Coordinators

 

On-Boarding:

? Coordinates new hire orientations with HR, management and new employees

? Prepares checklists, agenda, confirms data set-ups and reserves rooms for new hire on-boarding process

? Reconciles expense reports with receipts utilizing Oracle iExpenses

 

New Hire Training:

? Performs host duties for consulting services new hires

? Conducts various training sessions for new-hires and transfers, including Oracle Time and Expenses, Oracle Professional Competence Information, Consulting Services Sales and Delivery Process

 

Process documentation:

? Works with Service Operations Manager and Project Coordinators to accurately create and maintain process documentation for all service operations activities

? Maintains process overviews, written instructions with screen shots and process workflows created in Visio format

 

Financial Exceptions Processing:

? Runs daily exceptions reports to monitor system and process performance

? Works with Service Operations Manager and team to clear exceptions

? Distinguishes patterns of exceptions to make suggestions on process improvements for exception prevention

 

Expense validation and reimbursement:

? Monitors expense report submission by department personnel on a weekly basis and approves or rejects expenses as per Expense Reporting Policy

? Verifies that all submitted expenses meet established guidelines for reimbursement, and escalates and obtains approvals for exceptions

? Submits expenses to Accounts Payable for timely reimbursement as per established procedure

? Runs Oracle AP processes at designated times to transfer expense costs and revenues in and out of Oracle Projects

? Assists with reconciliation of American Express charges for company-paid airfare

? Interacts with Services upper management, as well as Accounts Payable, Billing, and Process and Metrics departments on project-related and pre-sales expenses

 

Training Coordination:

? Acts as point of contact for consultants? training courses (i.e. issuing purchase order, remitting payment to vendor, and maintaining file of certifications and certification database)

? Works with the marketing department to establish correct accounting of all co-op related training costs

? Communicates accurate and timely information to consulting resources involved with training and marketing events

 

FORT maintenance

? Works with Solutions Engineering team to maintains accurate and well-organized information on consulting services pages of intranet site

 

EXPECTATIONS

1. Must be proficient in MS Word, PowerPoint, and Excel

2. Oracle and Visio experience, as well as familiarity with macros is a plus

3. Accurate typing of at least 50 wpm

 

EDUCATION and/or EXPERIENCE

A college degree preferred, preferably with a major in Business. 

Strong organizational, verbal and written communication skills.