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Administrative Assistant A2

at Oracle Corporation

Posted: 1/31/2019
Job Reference #: 18001JTU
Keywords: clerical, office

Job Description

 

Education:            Associates Degree 3-5 years related experience

 

Responsibilities:

1)       Reception/Switchboard

a)       Open the switchboard promptly at designated opening time and secure the switchboard after closing time

b)       Understand and follow office security procedures

c)       Promptly answer and direct all calls in a professional manner

d)       Report network/data issues to manager immediately

e)       Assist in visitor transportation requests, such as calling for a cab, limo, etc

f)        Keep copies of office floor plans for ready reference in locating employees

g)       Educate employees on the use of phone features and the voice mail system

h)       Assist with vendor inquiries

i)        Use approved corporate application to obtain employee information

j)        Update employee phone list on a monthly basis

k)       Perform other administrative support duties as required by the department or office

l)        Manage vendor and tenant badging for appropriate building access

 

2)      Facilities (including Flex Office program)

a)       Maintain conference room schedules for the facility using approved corporate application

b)       Schedule conference room re-configurations as needed

c)       Schedule team meetings

d)       Coordinate service requests with property management and/or external suppliers

e)       Review service requests and ensure proper product and category designations are assigned

f)        Track service request service level agreements and update reports

g)       Provide backup for other facility personnel as needed

h)       Acquaint new employees with office procedures

i)        Open service requests to resolve issues identified by customers

j)        Work with Facilities Manager to assign space for new hires

k)       Assist in educating employees on Flex space guidelines

l)        Prepare reports and communications (both internal and external) as needed

 

4)       Purchasing

a)       Obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, obtain vendor statements of work, arrange for new vendor setup, and route requests to appropriate management level for approval

b)       Obtain competitive bids, prepare and submit purchase requisitions using approved corporate applications for management approval

c)       Seek to identify cost effective purchasing alternatives

d)       Provide input as requested by manager for annual property budget process

 

 

5)       Safety & Security

a)       Maintain emergency contact information

b)       Keep current on office safety and security guidelines

c)       Acting on direction of GPS, provide assistance as required

d)       Contribute to emergency procedures manual

e)       Assist in educating employees on building and general office emergency procedures

f)        Coordinate training on CPR and safety as required

g)       Assist Emergency Response Team in sites of 800 employees

 

6)       Problem solving

a)       Prioritize conflicting responsibilities and schedules

b)       Report problems as required

c)       Communicate as required to the necessary parties involved

d)       In the event of a facilities emergency, provide assistance as directed to achieve timely resolution

e)       Communicate closure of an issue to one's own manager as well as the requester

 

Competencies:

1)       Oracle Core Competencies:

a)       Change Agility

b)       Collaboration

c)       Communicating for Impact

d)       Competitive Edge

e)       Inspirational Leadership

f)        Mastering Complexity

g)       Performance Drive and Execution

 

2)      Function Specific Competencies:

a)       Command busy switchboard system in a large, fast-paced corporate environment

b)       Ability to use and maintain basic office and computer equipment

c)       Excellent customer service skills and verbal communication skills

d)       Ability to use Excel, Word, PowerPoint as well as email

e)       Understanding of corporate and departmental office procedures and associated applications

f)        Ability to work independently with minimal supervision and handle multiple tasks

g)       Familiarity with purchase order process

h)       Knowledge of web-based applications

i)        Ability to use effective time management skills to meet deadlines and eliminate unnecessary or redundant steps

j)        Responsiveness to customer requests/service issues

k)       Ability to interact with all levels within the company, regular interaction with external customers and vendors

l)        Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generate by upper management

m)     Ability to obtain closure on relevant issues



Qualifications

Provides clerical support within any of a variety of departments. Supports an SVP or below.

Perform clerical duties to relieve division staff and/or team members of all clerical details. Screens calls and takes messages Maintains filing systems. Composes and types routine letters, reports, and other material. Prepares and tracks expense reports and purchase requisitions. Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software. Makes travel arrangements and manages calendar. Arranges internal/external meetings and catering needs. Maintains organization charts and distribution lists. Manages and tracks assets. Acts as an information source on organization policies and procedures. Works with other administrative personnel.

Works on assignments that are semi routine in nature where the ability to recognize deviation from accepted practice is essential. Follows standard practices and procedures. Normally receives detailed instructions on routine work and new assignments. Demonstrated strong organization skills and attention to detail. Ability to multitask and meet deadlines. Able to maintain confidential information. Professional phone manner and interpersonal skills. Use of word processing application and office equipment. BA/BS degree or equivalent 1 - 2 years of related experience.

Oracle is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability and protected veterans status or any other characteristic protected by law.