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  • Job reference: RMS0154525

Administrative Assistant

  • Sector: Commercial
  • Location: Anchorage
  • Job type: Contract
  • Date posted: 02/03/2015
This vacancy has now been filled.

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The Company:
Our client, a major international oil and gas company, seeks a skilled Administrative Assistant to join their team in Alaska!

The Role:
Provides general administrative support to a department, group of professionals, or individual.
Compiles and analyzes basic information for inclusion in reports or presentation materials, prepares charts, graphs, or tables as necessary.
Receives and responds to routine correspondence following established procedures not requiring management review.
Requires the ability to exercise independent judgment and employ basic reasoning skills.
Usually works on generalized routine assignments that do not require a broad knowledge of the corporate organization.
Duties typically include typing reports, correspondence, copy, answering the phone, and scheduling.

Work Location:
Anchorage – 2wks
Kuparuk – 1wk
Off - 1wk

Key Interfaces:
• Client Alaska HSE Organization
• Client IMT & CMT Members
• Client IT & Building Services
• North Slope Billeting
• Shared Services Aviation
• Alaska Travel Coordinator
• Client Administrative Support Network

Basic Purpose / Accountabilities:

The Contract HSE Admin – CMER & General HSE Support position primarily provides functional support to Crisis Management & Emergency Response (CMER) Anchorage and North Slope based personnel. Specific Training Department and Permits and Sciences and Regulatory Advocacy (PS&RA) support duties are additionally expected and addressed in this position description. As workload allows, with an expectation of full utilization, the position will also provide additional support as needed for training program related tasks.

Primary Functions/Responsibilities:

Lead by example in our Incident- Free Culture

Alaska Incident Management Teams Support
• Update Alaska Carryall twice per year unless otherwise directed
• Primavera Calendar entries as drill and larger training dates are established or revised
• IMT/CMT training records maintenance
• Training gap report distribution to team members
• EmOC Management – Hard copy plans, computer passwords, IAP updates, verification of cleaning, etc.
• MIR3 administrator with associated oversight duties.
• Assist with new team member on-boarding
• Email distribution maintenance
• IMT badging program
• Assist with drill and training event logistics and execution as needed.

North Slope Emergency Response Team Support
• Kuparuk Aurora database management
• Kuparuk teams’ database and weekly reports
• Compliance reminder emails to team members
• NS ER Livelink & SharePoint maintenance
• Coordinate with AK Travel Coordinator as needed for offsite training logistics
• Team calendar updates
• Learning Management System training entries for Client team members
• Email distribution management
• NS ER DRM coordination
• Back-Up ALP ER Admin as needed for unscheduled flight/billeting requests during off shift time

Training Department Support
• Sponsored NS Training Event Logistics

PS&RA Support
• KRU based Environmental Connex Management

Incremental Training Work – As Workload Allows
• Learning Management System Data Entry
• Anchorage Training Event Logistics
• Roster/Certificate Records Management
• Training Report Requests

Essential Skills / Qualifications:
Typically requires three to five years of experience in the field or in a related area. Works within established procedures with a moderate degree of supervision.
Identifies the problem and all relevant issues in straightforward situations, assesses each using standard procedures, and makes sound decisions.

Basic Requirements:
• Legally authorized to work in the United States
• High School Diploma or GED
• Willingness and ability to travel up to 50%, with a minimum requirement to work one week per month on the North Slope.

Preferred Qualifications:
• Associates or Bachelor Degree
• Proficient in Microsoft Office Products (Word, Excel, SharePoint & PowerPoint)
• Knowledge of IMPACT, Livelink, SAP, Incident Action Plan (IAP) Software, Primavera & Learning Management System
• Takes ownership of actions & follows through on commitments.
• Manages tasks effectively & efficiently to complete work responsibilities.
• Responds resourcefully, flexibly & positively when faced wi
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