Administrative Assistant, Proficiency Testing

ASTM provides an excellent compensation and benefits package including:

• Undergraduate and Graduate Tuition Reimbursement
• Comprehensive medical, dental, vision, life and disability insurance
• Paid holidays, vacation and sick leave
• 403(b) plan with company match
• 100% company-funded defined benefits pension plan

Position Purpose

Incumbents provide a wide range of administrative support services for PTP, including program marketing & promotion, program operations, PTP registration/renewal process and the shipping label process, ensuring the timely, accurate development and production of final reports.

Organization Role

This is a mid-level administrative support position reporting to the Director, PTP, with a dotted line to the Manager/Analyst, PTP Services. Incumbents are engaged in a wide variety of PTP related activities involving direct contact with ASTM customers and vendors as well as a number of internal and other external contacts. Responsibilities require application of some discretion but generally follow established procedures and precedents.

The position functions as an individual contributor. It has no supervisory responsibilities, but may occasionally provide work direction to other Administrative Assistants or external vendors for assigned activities.

Responsibilities

1. SUPPORTS PTP OPERATIONS

Key/Representative Activities:

• Revises test instructions and data entry forms for all test cycles (currently 120)
• Verify and update test standard index in each of 47 program scopes to ensure labs are working with the most current ASTM standards.
• Updates and maintains the master schedule report, renewal status report and the report on timing of delivery of final program reports.
• Assists Director in soliciting/selecting bulk suppliers for all samples acquired for PTP programs; ensuring those suppliers send samples to the distributors in a timely manner.
• Coordinates registration/renewal process for all programs including distribution of registrations, confirming correct information in Oracle and following up with large customers.
• Generates shipping labels and works with the distributor to determine sample ship dates.
• Runs statistics to generate 120 annual reports and performs initial review before sending out for technical review.
• Performs data corrections, including data conversions.
• Generates and manipulates line graphs, histograms and box and whisker charts.
• Compiles final drafts for Director review.
• Works with Accounting Department to identify wire transfers, making account adjustments in Oracle, codes invoices from suppliers, creates purchase orders, etc.

2. SUPPORTS PRODUCT DEVELOPMENT AND PROGRAM MARKETING & PROMOTION

Key/Representative Activities:

• Works with IT to implement enhancements to the PTP system.
• Works with PTP Director and Manager to continuously assess and improve internal operations.
• Coordinates with Director on implementation of new PTP programs, surveying potential customers, marketing the program and tracking new orders.
• Works closely with PTP Director and the ASTM marketing department in the development of promotional materials, updating the website and promotion in Standardization News.

3. TEAMWORK

Key/Representative Activities:

• Understands role in team situations for given assignments.
• Works cooperatively with team members to accomplish work.
• Requests and provides assistance from/to team members as needed (effective utilization of team capabilities/resources).

Minimum Requirements

• High School Diploma (completion of some college coursework preferred) and 2-3 years of general office experience.
• Facility with Microsoft Office applications.

Preferred Qualifications & Competencies

• General and business knowledge and 2-3 years of progressive administrative and operational support service assignments, working with a wide variety of internal and external contacts and resources.
• Strong communication and interpersonal skills to effectively deal with ASTM colleagues, including IT staff, Technical Committee members, PTP participants, vendors, etc.
• Strong organizational skills.
• A customer service orientation.
• Familiarity with PCs and applicable software, including the Crystal Report program.
• Operate PC keyboard and other standard office equipment.

This job description is not intended to provide an all-inclusive listing of related job activities. Associates may be requested by management to perform other related activities in place of or in addition to those representative activities noted in this job description.

ASTM International is an Equal Opportunity / Affirmative Action Employer Minorities/Females/Disabled/Veterans.