ADMINISTRATIVE COORDINATOR - GENERAL CLERK 3 - Subcontracts - Purchasing

73-00739

Who We Are:

The Subcontracts Group of the Purchasing Department is responsible for the solicitation, negotiation, award, documentation, administration, and closeout of subcontracts. The team assists Project Managers in all phases of the subcontract. By joining our team, you will receive $500 on your first paycheck minus applicable taxes.

Objectives of this Role:

• Provide administrative support to the Purchasing Department - Subcontracts Group and management in the development of contractual documents.
• Scan documents, maintain electronic records and databases, and perform other administrative tasks as assigned.
• Develop a solid understanding of the Purchasing Policies and Procedures while using personal judgment within defined levels of responsibility to process tasks in support of the Subcontracts Group.
• Perform routine and more complex administrative duties.
• Assist with special projects and support audit requests as requested.
• Interact daily with peers, external customers, professional staff, management, and Institute staff when performing assigned tasks and projects.

Daily and Monthly Responsibilities:

• Regularly interact with internal and external customers and Institute staff as required.
• Possess interpersonal and communication skills to resolve issues of varying degrees of complexity effectively.
• Initiate requests to subcontractors for contractual documents and provide regular follow-up.
• Assemble contractual documents, process CostPoint change orders, and maintain auditable, verifiable records in accordance with retention requirements.
• Provide editorial support in the development of contractual documents using tools such as MS Word and MS Excel.
• Research, analyze, coordinate, and develop business documents.
• Assist department management with department administrative tasks and perform general administrative duties.
• Assist with special projects, support audit requests, and perform other duties as assigned.
• Serve as the lead for coordination of group and department meetings/events.

Requirements:

• Requires a high school diploma or equivalent. General business/administrative support courses/certifications or related Associate level college hours are preferred.
• 4-10 years: Clerical/administrative support experience with a clear understanding of standard business procedures and equipment is required.
• 4-10 years: Experienced administrative professional with a strong focus on supporting professional staff. Skilled in record retention, meeting coordination, and able to work under general supervision with an increased level of ability to handle routine and more complex tasks.
• 4-10 years: Must be able to perform more complex tasks in Adobe Acrobat, Excel, Word, and Outlook, while demonstrating the ability to find and correct errors and pay a high level of attention to detail.
• 4 -10 years: Proficient with document preparation and proofreading. Ability to create, edit, and review documents for clarity, consistency, and accuracy.
• Strong interpersonal skills to work effectively with various teams.
• Clear communication skills.
• Strong verbal and written communication for drafting emails and documents.
• A valid/clear driver's license is required.

Special Requirements:

Must be a U.S. person (i.e., U.S. citizen, non-U.S. citizen national, lawful permanent resident, asylee, or refugee) due to ITAR work in section.

Job Locations: San Antonio, Texas

An Equal Employment Opportunity Employer: race, color, religion, sex, national origin, disability, and veteran status.

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