Job Description

Job Description

Position Title: Administrative Assistant - ( Entry Level )

Duration: 7+ months contract with possibilities for extension

Location: Phoenix, AZ (100% Onsite)

Skills Required

• Provide data entry assistance related to PHIG, ARPA, Health Disparities, or ELC grants (e.g., quarterly progress reports, annual renewals).
• Coordinate in-state and out-of-state travel for supervisors and managers in collaboration with the MCDPH Travel Coordinator.
• Serve as the Office of Grants Management’s SharePoint guru, responsible for maintaining and improving the OGM SharePoint site—including web page updates, file structure, naming conventions, and archiving.
• Collaborate with the Office of Procurement and Contracts (Client) Unit to align and revise joint SharePoint sites for improved usability and integration.
• Manage and create the OGM master calendar; assist with meeting scheduling, room reservations, agenda preparation, and logistical support.
• Take meeting notes and provide general administrative support during internal and external meetings.
• Order business cards and office supplies (via WIST); track inventory and ensure organized supply storage.
• Submit telecom service and ergonomic assessment requests as needed.
• Track and manage assets and oversee supply cabinet inventory, including check-in/check-out procedures.
• Assist Grant/Contract Administrators with typing contracts and coordinating documentation for incoming grant opportunities.
• Schedule interviews and compile related materials and documentation.
• Maintain the OGM Unit Manager’s calendar and assist in preparing PowerPoint presentations and related materials.
• Distribute monthly Board of Supervisors (BOS) agendas and maintain records of BOS actions.
• Perform other administrative duties as assigned.

Experience Required

• MS Office 365, Word, Excel, Outlook, PowerPoint, Teams, SharePoint

Education Required

• High school diploma or GED required; Associate's degree in Business Administration, Office Management, or related field preferred.
• At least one year of clerical, administrative support, or office coordination experience.

Education Preferred

• 2 years clerical, administrative support, or office coordination experience.

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