Senior Administrative Project Associate
Wiss, Janney, Elstner Associates - Northbrook, IL

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The Senior Administrative Project Associate is a paraprofessional in the Structures II group with proven writing and administrative abilities. The Senior Administrative Project Associate coordinates and maintains project records and contributes to the completion of proposal and project work. Extreme attention to detail is needed. The successful candidate is deadline oriented and understands the need for extremely high quality work product.

Essential functions:

Project Support
  • Compiles, manages, and updates personnel and project information as needed for the preparation of proposals, including documentation needed for government projects
  • Assists in the development of proposals, reports, and presentations
  • Coordinates and maintains information on pre-qualification documentation, personnel training, etc., including expiration dates
  • Coordinates and maintains project records throughout the duration of the project
  • Inputs data into spreadsheet or database programs and performs quality checks to ensure data reliability
  • Assists Project Managers with accounting functions, including utilizing the Vision database to generate draft invoices for review and performing conflict checks
  • Reviews invoices on assigned projects and provides back-up documentation in accordance with client requirements and government invoice formats
  • May attend project meetings outside the office to record and compile meeting minutes
  • On occasion, may manage temporary field office for projects that require mobilization of a large staff
  • Works primarily with three or four project managers
  • Independently manages office-related projects
  • Prepares and proofreads draft documents and assembles documents for internal and external distribution
  • Provides advanced word processing using WJE templates in MS Word
  • Works with and provides support to assigned staff in the use of MS Outlook, Word, Excel, PowerPoint, Adobe Acrobat, ACDSee and Vision Answers incoming calls and directs client inquiries appropriately
  • Processes outgoing electronic documents and packages, including special delivery services (FedEx)
  • Assists with copying, filing, and assembling documents

  • Bachelor’s degree preferred
  • Five or more years of office experience, preferably in a copy editor position or in a construction-related, accounting, or law office setting
  • Excellent customer service and interpersonal skills
  • Ability to collaborate with administrative and project associates to prioritize work and meet project deadlines
  • Ability to provide attention to detail resulting in high-quality work product
  • Advanced written and oral communication skills
  • Ability to multi-task and work effectively with minimal supervision (proactive)
  • Ability to take direction from the Unit Manager and from Project Managers
  • Advanced user of Microsoft Office programs, ACDSee (or other photo editing software), and Adobe Acrobat Previous experience with Vision database software a plus

Key Competencies:
  • Energy and Enthusiasm - Consistently maintains high levels of activity and productivity
  • Attention to Detail - Careful and quality oriented
  • Communication - Clearly conveys information, excellent writing skills
  • Assumes Responsibility - Self-starter, willing to interact as a team player, and take independent initiative. Works proactively in solving problems; makes self available and takes action beyond normal responsibilities
Wiss, Janney, Elstner Associates, Inc. is an Equal Opportunity Employer.

Wiss, Janney, Elstner Associates - 14 months ago - save job - block
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