Overview
ADMINISTRATIVE SPECIALIST Jobs in Arlington, VA at US Commander, Naval Information Warfare Systems Command (NAVWARSYSCOM)
Administrative Coordinator III – Facilities and Operations (Administration)
The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.
The mission of the Allen Institute administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.
The Service Desk Administrative Coordinator III in Facilities and Operations provides customer support by responding to and dispatching facility service requests. The ideal candidate will have basic knowledge of facility services and will work closely with departmental managers and key contributors to respond to end user requests and problems. Common service requests include but not limited to building maintenance/repairs, employee on/off boarding and event resource support. The position requires exceptional communication and organizational skills, the ability to manage several demanding facilities actions concurrently, and motivation to support continuous process improvement within the Facility Operations team.
At the Allen Institute, we believe that science is for everyone – and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly.
We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.
We are an equal-opportunity employer and strongly encourage people from all backgrounds to apply for our open positions.
Essential Functions
Intake, respond, coordinate resources for Meeting and Events
Perform weekly review of upcoming activities and ensure accuracy
Intake, respond, and dispatch service requests from our ticket system, ServiceNow
Ensure recurring facilities operations tasks are dispatched
Coordinate and collaborate with facility managers and key contributors to ensure one off and recurring work orders are processed in a timely manner
Coordinate work orders for low and medium complexity projects with facility managers and key contributors
Keep customers informed of progress related to their service requests
Perform monthly analytics on key performance indicators (KPIs) using data captured by ServiceNow
Interface with onsite service providers providing feedback and escalating concerns to leadership.
Facilitate and implement ongoing processes improvements within ServiceNow
Participate in continuous improvement as a subject matter expert and provide solutions and recommendations to issues
Train new employees on Service Desk processes and procedures
Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.
Required Education and Experience
High School Diploma or equivalent
Minimum 1 year related experience in a customer service role
Proficient in the use of Microsoft Office 365 products
Preferred Education and Experience
2-year associate degree in administrative support or project coordination related field
Three years’ experience in a customer service role
Experience in a facility operations role in scientific, manufacturing, healthcare, or similar complex environment
Knowledge of customer service management software
Self-starters who can achieve results with minimal supervision and oversight
Must be able to work productively with diverse populations and all levels of personnel
Work Environment
Mostly general office
Occasional lab spaces
May include wearing personnel protective equipment (PPE)
Occasional warehouse spaces
Physical Demands
Occasional lifting up to 30 pounds
Fine motor movements in fingers/hands to operate computers and other office equipment.
Stooping, bending, crouching
Position Type/Expected Hours of Work
This is an essential job and expected to report for work regardless of weather and/or other conditions
Occasional evening and weekend hours required
This role is currently able to work both remotely and onsite in a hybrid work environment. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.
Annualized Salary Range
$61,200 – $74,900 *
Final salary depends on the required education for the role, experience, level of skills relevant to the role, and work location, where applicable.
Benefits
Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.
It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.
Title: ADMINISTRATIVE SPECIALIST
Company: US Commander, Naval Information Warfare Systems Command (NAVWARSYSCOM)
Location: Arlington, VA
