Administrative Services Assistant

You will be providing administrative support, handling customer inquiries, and liaising with various departments and external organizations.

Responsibilities:

• Assist the Vaccine Ordering Manager with administrative tasks, ensuring smooth operation of the department.
• Act as a liaison between the Vaccine Ordering Manager, departmental staff, and other providers, agencies, and community organizations as needed.
• Handle complaints and requests from program providers around inventory management and the usage of the vaccine ordering system.
• Train and educate new employees and providers on the system and processes when necessary.
• Draft routine and non-routine correspondence and prepare information for speeches and staff meetings as required.
• Operate standard office equipment and software, including Microsoft Office, Word, and Excel.
• Manage and triage requests on the ServiceNOW platform, a ticket-based dashboard for provider assistance.
• Support the functionality and reporting within the VtrkS system.
• Attend CDC calls and webinars to gain relevant information and updates for the team.
• Provide additional support to the Vaccine Operations team as needed. • Proficient in Microsoft Office Suites, including Microsoft Word and Excel
• Experience in Office Functions and Operations Support
• Ability to create dashboards and provide Reporting on key metrics
• Experience in Compliance and Quality Assurance (QA) Management
• Ability to supervise staff and coordinate Staff Meetings
• Familiarity with ServiceNow Platform
• Experience in Procurement processes
• Capable of handling Complaints and performing Triage when necessary
• Ability to serve as a Liaison between different departments or stakeholders
• Experience in coordinating and conducting Webinars
• Skills in Composition, particularly in drafting Routine Correspondence
• Familiarity with Federal Agencies' procedures and requirements
• Experience in the management of Vaccines
• Knowledge of the 'About Time' software
• Ability to ensure operations align with Quality Assurance standards.