Administrative Assistant

Job Description

REPORTS TO: Director of Programs

SUPERVISES: N/A

Authorities / Responsibilities

• Manage paperwork for approval and ensure its delivery to the necessary parties
• Remain available to supervisor for any last minute activities
• General clerical duties – (not limited to) photocopying, faxing, mailing, filing
• Maintain hard copy and electronic filing system related to the department
• Create, Maintain and update Program correspondence
• Coordinate and maintain staff office space, supplies, phones, parking, managers credit card and office keys
• Set up meetings, arrange lunches, etc
• Maintain calendars
• Filter phone and departmental requests
• Create, modify and maintain Department specific procedures and work with QMS team to incorporate into the Austal QMS
• Coordinate, and assist in employee event functions
• Coordinate, source and distribute information regarding special events
• Update and chase delegated tasks to ensure progress to deadlines
• Design, format and maintain department intranet folder structure and access
• Maintain and distribute staff weekly schedules
• Support staff in assigned project based work
• Other duties as assigned.
  
  

Qualifications / Knowledge / Experience

• Some College preferred
• Must have experience in Word, Outlook, Power Point and Excel
• Must have previous 1 years experience required, 3 years experience preferred, related to the position
• Good Organizational Skills and an ability to prioritize tasks, self motivated
• Ability to work in a fast paced environment where priorities change quickly
  
  

TOOLS: N/A

DIRECTION EXERCISED: As given by Supervisor

DISCRETION EXERCISED: As given by Supervisor

LIAISES WITH: HR, Finance, Contracts, planning, Customer, and all departments throughout Austal

Additional Guidelines

Candidates must meet the following employment eligibility guidelines to be considered for employment with Austal USA:

• 18 years of age or older at time of application
• Able to provide proof of US Person Status
• No felony convictions of Theft/Deception or Violent crimes within seven years from disposition date
• No felony convictions of Drug crimes within three years from disposition date
• Willing to submit to a drug screen
• Willing to submit to a background check
  
  

Equal Employment Commitment

Any qualified individual with a disability who is having difficulty in completing an application because of incompatible technology or other disability-related application issues may contact us at the following phone number for assistance: 251-445-1932.

Austal shall abide by the requirements of 41 CFR

• 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability. Austal’s commitment to equal employment opportunity applies at all levels of employment, in all job titles, including the executive level, and to all employment actions, including but not limited to decisions concerning recruitment, hiring, training, and promotion.