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Administrative Assistant II
This is a part time position located in the Licensing Department having variable/flexible working hours to include week-ends, holidays, and evenings as required. This is a promotional opportunity and an internal/external recruitment.
RESPONSIBILITIES: Under the direction of the Vice President of International Licensing, provide administrative and clerical support to the Licensing Department Staff.
Specific duties include:
•Assist department with answering department telephones, take messages and route phone calls, reading, researching and routing correspondence
•Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
•Coordinate mailing of License Agreements including preparation of cover letters
•Prepare FedEx overnight letters and packages
•Maintain Information Files, Licensee Files, Budget Files, and General Licensing Files
•Manage and enter into data into an Access database.
•Assist with clerical work such as typing, labeling, photocopying, envelope stuffing and other office duties as required
•Copy, log, and route all physical checks received into the Department
•Code and copy lockbox checks
•Proofread Licensing Agreements and Summaries
•Assist with royalty reports, logging, routing and filing of auditable documents
•Assist Licensing Office Coordinator and Executive Assistant as directed in various tasks during times of heavy workloads and on special projects
•Assist Executive Assistant with research of infringements
•Prepare and submit weekly staff schedule to Operations
•Participate in staff meetings and planning sessions to determine overall goals and objectives of department
•Other duties as assigned.
REQUIRED SKILLS, KNOWLEDGE AND ABILITIES: Five years administrative support to a department; High school and/or college; advanced knowledge of Microsoft Word, Excel, and Outlook; experience with setting up and maintaining complex file systems; meeting planning experience; Typing; and Web/Internet Research; requires strong interpersonal skills and ability to work in a team environment; with a high degree of confidentiality.
SPECIAL CONDITIONS: Work in a non-smoking area; work in a highly confidential area.
PHYSICAL REQUIREMENTS: Ability to speak clearly and distinctly in order to communicate with a wide diverse clientele; ability to lift small packages weighing approximately 25 lbs.