Careers

Position: Office Services and Administrative Assistant , Job ID 12-801
Location: San Francisco, California
Hours: full-time

Background
Posit Science was founded in July 2002 to develop scientifically validated, non-invasive brain health programs based on the latest advances in neuroscience. We strive to move technologies out of the laboratory and into the hands of people, where they can do the most good. Our initial focus is on promoting cognitive health and preventing cognitive decline in mature adults.

Position Overview
Looking to get into Human Resources? Look no further! We’ve got the perfect opportunity for you. This position will provide you with the opportunity to learn the basics of HR and to grow and develop your skills and interests in this field. Learn the ins and outs of Benefits Administration and how to handle Workers’ Compensation claims. Assist in new hire orientations and company trainings. We look forward to training and developing the right candidate for this position.

The Office Services and Administrative Assistant provides quality office services along with competent, responsive and efficient administrative and executive support. Provides assistance to the Administrative Services Manager to ensure Posit Science customers, guests, vendors, employees and executives receive assistance and support.

Position Responsibilities
Responsible for - front desk reception duties, general telephone coverage, inbound and outbound mail/overnight shipping handling, office/kitchen supplies and ordering, appointment/interview scheduling and follow up, general administrative duties to support office manager/operational staff/executive staff and other general administrative functions as needed. Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations.

Job responsibilities include:

• Telephone Coverage
  • Answer telephone in a businesslike and efficient manner.
  • Direct calls to appropriate parties.
  • Respond to caller inquiries and deliver messages as needed.
  • Maintain internal telephone listing.
  • Keep records (as needed) of calls received.
• Reception
  • Greet visitors in a businesslike and efficient manner or make arrangements for effective user-friendly self-service for visitors (as approved).
  • Announce guests in a timely fashion, find alternate parties when appropriate.
  • Insure visitor logs are completed and filed.
  • Accept deliveries as required, and see that they are properly distributed.
  • Keep records, as needed, of pick-ups and deliveries.
  • Maintain a neat, clean lobby environment.
• Mail and FAX Distribution
  • Sort and deliver incoming mail/FAXES in a timely and efficient manner.
  • Determine proper recipient for insufficiently addressed items.
  • Reroute to alternate parties as necessary.
  • Meter outgoing mail in a timely manner.
  • Handle over night shipments and deliveries promptly and accurately
• Copy and Filing
  • Make copies and handle filing as assigned in an efficient and timely manner.
  • Function as company Key Operator for copy, fax, and printer equipment
  • Keep fax, printer, and copier equipment clean and in good working order; troubleshoot and request service as needed from IT staff
  • Function as primary company contact with copy/fax service/support vendors
  • Maintaining necessary supplies for equipment.
  • Coordinate the production of large copy/collation/package production projects. Utilize internal equipment and resources or outsource resources depending upon time, cost, and quality considerations. Coordinate outsource projects with Admin Services Mgr.
  • Maintain Contract/Contractor files
  • Administer and maintain Non-Disclosure Agreement files
  • Assist in Human Resources confidential files maintenance and data entry of confidential information into HRIS system as needed.
• Maintain office supplies
  • Maintain and coordinate general office supplies including: toner, paper & ink
  • Monitor all office supply levels
  • Proactively order when needed to avoid shortages and place special orders
  • Maintaining kitchen supplies; place routine and special orders when needed
  • Maintain records of supplies ordered and used; and return items as needed
• Schedule appointments and interviews
  • Review and maintain electronic calendar system to have access to all necessary calendars
  • Interact proactively with executives and staff to assist in the scheduling of appointments and interviews. Work to find the best solutions to complex scheduling dilemmas and offer creative suggestions for alternatives
  • Remain flexible in assisting executives, staff, candidates and outsiders when assisting with scheduling and rescheduling as necessary
  • Take a strong proactive service approach to contacting, notification, monitoring, reminders, and follow up regarding all aspects of appointment and interview scheduling.
• General Administrative functions
  • Assist with general administrative functions/projects as needed
  • Provide executive administrative assistant support as needed.
• Travel Arrangements
  • Effectively, promptly and accurately handle bookings, changes, and communications for assigned staff and guests/contractors as needed.
  • Work to ensure most convenient yet cost-effective travel arrangements
• Conference Room Reservations and Events
  • Assist with conference room bookings/conflicts/rescheduling, as needed, through company selected method
  • Coordinate the ordering of, place orders, and ensure prompt/accurate delivery of refreshmnts and meals for company meetings and functions
  • Assist in the planning, coordination and execution of company motivational - events and activities

Basic Competency Measures and Skills:

Technical:

• Experienced in administrative/office services/reception duties
• Experience operating a multi-line phone system
• Ability to communicate effectively, professionally, persuasively and pleasantly over the phone and in person with a wide variety of callers, and lobby visitors.
• Excellent command of spoken business English and basic reading/arithmetic skills
• Knowledge of functions and basic troubleshooting of copy/fax equipment
• Basic knowledge of US/Overnight mail handling functions
• Strong knowledge of and experience with keyboard work, standard office computer equipment and applications including MS Word, MS Excel, MS Outlook, MS PowerPoint and standard Internet usage. Accurate typing skills and attention to detail in document production
• High school diploma or equivalent experience required; experience in high tech environment helpful. Experience in a startup environment helpful
• Basic computer hardware and software troubleshooting experience a plus

Team:
A non-exempt individual contributor who reports to the Administrative Services Manager and who works collaboratively with the company administrative staff, operational staff, IT staff, and building management staff to accomplish required functions.

Performance Competencies:

• Cooperation and ability to work with others
• Dependability
• Quality of Work
• Quantity of Work
• Compliance with Company Policies

Performance Objectives:

• Maintain good attendance on a regular basis and make appropriate contact/alternate arrangement when absent
• Greet visitors in a timely, professional and courteous manner or make arrangements for effective user-friendly self-service for visitors (as approved)
• Handle all administrative functions within the required timeframes and quality standards:
  • Sort and route mail each day; handle outbound mail/shipments each day to meet required deadlines
  • Produce copy/filing projects daily and within requested deadlines
• Establish supplies monitoring and reorder process and to ensure supplies are available when needed by staff
• Handle interviews, appointment scheduling, and travel arrangements promptly, accurately and within required deadlines
• Assist executives and other administrative staff as requested
• Display a pleasant co-operative professional demeanor to visitors, guests, customers and co-workers
• Handle all confidential matters with the utmost integrity and confidentiality

Required Experience/Background/Skills:

• 2+ years recent experience in an administrative services capacity.
• Strong communication skills - listening, written and oral.
• Experience and competence with computer applications is REQUIRED: Standard Windows applications (MS Office, Access, and Outlook).
• An ability to organize and prioritize work is critical to success.
• An ability to maintain focus, poise, and tact in potentially high-pressure situations.

Education:
High school graduate, supplemented with two or more years of experience in office administration in an office environment, or related area. Some College, Junior College or University is a plus.

Contact Information:
Please send resume, bio or CV(in WORD® or PDF format) to jobs@positscience.com with the words Office Services and Administrative Assistant [Job ID 12-801] in the subject line.