Operations Assistant

Fairfax, Fairfax, Virginia
May 08, 2014
Aug 07, 2014
Job Summary:
SPARKS is seeking someone to provide general office administrative support to staff, leadership and vendors. As the initial point of contact for incoming calls to the organization, the Operations Assistant needs to create a first impression of professionalism and a superior level of customer service.

o Secondary point of contact for property management
o Enter credit card charges through PayPal and iMIS
o Perform data entry for meeting registrations, exhibitor applications, speaker registrations, sponsorships, etc. in iMIS
o Monitor and process monthly/quarterly/yearly sponsorship invoices and payments
o Scan supporting documentation for data entry to ensure proper retention
o Monitor the storage and destruction of records as directed by the Executive Assistant/Operations Manager and the records retention policy
o Supply administrative support to other departments as needed
o Process exam applications, recertification's and continuing education applications
o Process credit card charges through PayPal and update FileMaker database as appropriate.
o Prepare weekly report for Metrics Meeting
o Process emails and letters due to expire
o Process notification of exam results to all examinees
o Order office supplies and maintain inventory
o Coordinate maintenance of copier machine

• High school diploma or equivalency; some college preferred
• Minimum of 3 years administrative/office experience, preferably in association settings
• Ability to communicate effectively with members, leadership, staff and vendors at all levels with a demonstrated ability to provide a high level of customer service
• Ability to multi-task
• Strong organizational skills
• Strong level of verbal, written and grammatical communication skills required.
• Ability to work under pressure and carry out responsibilities with proficiency and finesse is required
• Attentiveness to details and accurate recall of details and outstanding related issues; must be accurate and systematic in recordkeeping
• Ability to determine deadlines and adhere to them; anticipates assignments due and takes appropriate advance action
• Team player with cooperative spirit and willingness to do whatever necessary to get the job done
• Ability to work closely with supervisors and at the same time independently with minimal supervision
• Knowledge of the following computer skills is required: Microsoft Outlook, Excel, Word, and PowerPoint
• Knowledge of the following computer skills is highly desired: FileMakerPro and iMIS

Qualified candidates should send their resume or call SPARKS at 703-620-6444 for additional details.

We look forward to discussing your background, your current job search and your potential career path with SPARKS!