Administrator, Communications and Food Safety Programs

Job Type: Full-Time

• Location: Arlington, VA

· Job Description:

? Administrative support:

Provide administrative support for Communications and Food Safety Programs divisions. Duties include: answer and screen incoming calls; general office duties such as copying and faxing; prepare, proof and edit documents, forms, and reports; create, categorize and maintain correspondence and general files; sort and track incoming mail; coordinate meeting arrangements; maintain calendars, schedules and appointments; track project deadlines; provide information as requested by members and outside constituents; make travel and lodging arrangements; maintain filing system including tracking and maintenance of scientific reference files.

? Information coordinator and liaison:

Maintain and track information regarding special (one-time) and on-going projects, meetings, etc. for the division. Independently respond to requests for information and answer questions from members and outside constituents regarding food safety programs and services. Track timelines, issue due date reminders, and coordinate materials for mailings and member requests. Work with other FMI divisions to assure seamless transfer of information.

? Budget Administrator:

Process bills and invoices for payment; prepare check requisitions; review accounting documents for accuracy.

? Meeting Coordinator:

Coordinate and assist with logistical aspects of a variety of meetings and conferences. Duties include: tracking attendance via Maxx database software system, coordinating food and beverage services and visitor arrangements.

? Communications Administrator: Responsible for maintaining e-share lists and rosters, setting up e-files, and distributing electronic information to members and others within and outside of FMI. Keep all committee information current. Prepare PowerPoint slides, abstracts and other documents using prescribed formats as requested

· Primary Purpose:

To provide administrative support for Communications and Food Safety Programs (FSP) divisions.

· Essential Job Functions:

· Other Job Functions:

· Physical Requirements:

Normal office environment requiring use of typical business equipment (e.g., computer, telephone, fax, copier, security system). Ability to travel to conventions and conferences to perform on-site administrative and coordination activities.

· Education, Skills and Experience:

? College degree and/or a minimum of two years of prior professional work experience.

? Computer and Internet expertise with an excellent working knowledge of Microsoft Office products, including Word, Excel and PowerPoint. Ability to understand and use database software to process and maintain spreadsheet information.

? Experience in the preparation of invoices, business accounts and reports.

? Excellent telephone and interpersonal communication skills.

? Strong oral and written communication skills (including good editing and proofreading skills).

? Excellent project management skills with strict attention to detail.

? Stellar time management skills is a plus.

? Strong customer service and team orientation.

? Self-directed with excellent time and project management skills with an ability to organize, prioritize and accomplish multiple tasks with strict attention to detail and with minimal supervision.

? Familiarity supporting two senior level executives is a plus.

FMI is an equal opportunity employer

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