Administrative Support Officer

Title: Business Support Officer

Location: Remote in United States with occasional domestic travel

Compensation: $40,000-50,000+ annual salary plus stipends to go towards health insurance costs

Joyful Jobs is recruiting a Business Support Officer on behalf of Class Measures, a US-based company that is part of a global organization. Class Measures’ vision is to empower the world of education and we make it our mission to provide the software and services which underpin student success.

We are seeking a dynamic and detail-oriented Business Support Officer to join our team. In this role, you will serve as a link between our associates, client, and project team. Your primary responsibilities will include efficiently managing associates, providing client support, and ensuring the successful execution of project deliverables. This role requires strong organizational skills, effective communication, and the ability to analyse data and reports.

Responsibilities:

• Provide coordination and administration across multiple areas.
• Liaise with customers on a daily basis to ensure excellent understanding of contract requirements, shared expectations, and high levels of satisfaction at all times.
• Ensure work and deliverables are of extremely high quality, with attention to detail and accuracy.
• Build and manage strong and effective working relationships with all stakeholders, including customers, remote teams of internal colleagues and non-employed workers, ensuring contract deliverables are met.
• Support other team members with the development, implementation and use of systems, procedures and processes to enable high quality administration and support for contracts and clients.
• Support management information requirements:
• Enter accurate data into systems
• Handle data in line with data privacy and GDPR requirements
• Work closely with customers, project teams, data analysts and product owners to manage data requirements and ensure data collection and analysis meets reporting requirements for contracts
• Produce MI and data reports for internal use and to present to customers

• Support the development and improvement of data management systems, including, liaison with Product Owners and UAT testing.
• Work with Product Owners to communicate new data management system developments to, and provide training for, users.
• Ensure all non-employed workers are contracted or seconded accurately, on time, and in accordance with the Non-Employed Worker Process.
• Keep the Associate database up to date.
• Liaise with Associates regarding their work and helping with logistics, on a daily basis via email and telephone.
• Support project team members and other relevant stakeholders in their use of project databases, through verbal and written training and guidance.
• Proofread and edit project documentation.
• Provide high quality communication, advice, and guidance:
• Administer email mailboxes and Freshdesk tickets, ensuring emails and other communications are responded to promptly and accurately.
• Be the first point of contact for customers, and other stakeholders.

• Raise and issue purchase order numbers in accordance with internal guidelines.
• Ensure non-employed workers and other suppliers regularly submit invoices for work completed and expenses owed.
• Work closely with the Management Accountant to forecast income and expenditure.
• Maintain and update project finance trackers.
• Adhere to all deadlines and contractual targets.
• Attend meetings with customers and other stakeholders when required, taking notes and logging actions to share with team members.
• Book hotel and travel arrangements as required, using approved travel management company.
• Document agreed project and administrative processes, to share with the team.
• Work flexibly across the Operations team in order to ensure adequate cover during busy periods and absence.

Role Deliverables:

• Procedures for financial requests and approvals are followed, ensuring an efficient and effective PO and invoice process.
• Formal processes and timelines are implemented and maintained for all projects using templates.
• Documentation, processes and other administrative tools developed are available on shared Teams channels.
• Communication with external stakeholders is well managed, and all queries are responded to promptly.
• High quality Administrative Support is provided to senior colleagues.
• Documentation is produced and maintained for administrative processes in line with ISO9001.
• Meetings, travel and accommodation is always booked in a timely fashion.
• The internal commissioning process is followed for Associates and the database is always up to date.
• Timely submission of Associate invoices is coordinated and effective support is provided for the month end process.
• Risks and issues are escalated to the relevant manager for guidance.
• Contribution to the wider team activity is flexible and enables successful outcomes for the organization.

Qualifications, Skills, Knowledge, and Experience:

Qualifications:

Required:

• Strong academic or vocational background

Preferred:

• A project management qualification

Skills and Abilities:

Required:

• Proven excellent organizational and planning skills.
• Strong competence in Office 365, with advanced expertise in Excel.
• Excellent English language and grammar skills.
• Good numerical and analytical skills.
• Outstanding attention to detail, accuracy, and skills in scrutiny of own and others’ work.
• Confidence at communicating verbally and in writing with people at all levels.
• Happy working in a fast-paced environment.
• Professional and confidential approach.
• Able to work independently and as part of a remote team.
• Pro-active with a drive for continuous improvement.
• Able to use initiative in order to overcome barriers and identify and implement solutions.

Preferred:

• Proficient use of MS Teams and SharePoint.
• Project Management.

Knowledge and Experience:

Required:

• Experience of working in an administrative role.
• Experience of liaising with both internal and external stakeholders at all levels.
• Experience of working to tight deadlines.
• Experience of working with sensitive data within a confidential environment.

Preferred:

• Knowledge of project management principles.
• Experience with working with senior managers, Directors and high profile customers.
• Experience of the application of Data Protection principles / GDPR.
• Experience of working within the education sector.

Competencies Required:

• Teamwork
• Interpersonal skills
• Resilience
• Personal effectiveness/credibility
• Drive for continuous improvement
• Writing skills
• Change management
• Organization and planning
• Decision making
• Risk management
• Project management

Our Values:

Trustworthy: Be open and honest; but respect confidentiality when appropriate. Deliver what you promise; don’t over promise and manage expectations. Be reliable. Acknowledge personal limitations. Be respectful. Take time to build relationships. Be consistent in approach.

Accountable: Take responsibility for your own actions. Be accountable to your team, customer and business unit. Be available and responsive. Expect high standards of yourself and others. Support common goals. Identify issues and resolutions. Be proactive. Be flexible to achieve goals; get things done.

Pioneering: Be ambitious and strive for improvement. Take risks and be brave. Be open minded; see the bigger picture and imagine a ‘better way’. Question the status quo; be curious, inquisitive and proactive about self learning.

Dedicated: Be committed to achievement of goals. Be positive and enthusiastic. Be persistent in overcoming barriers. Show empathy and understanding. Commit; keep promises and follow through to delivery. Be the best and go the extra mile. Be motivated, conscientious; care.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• Choose your own hours
• Day shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• Administrative: 2 years (Required)
• K-12 education: 1 year (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: Remote