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GIA Positions
Job Title: Administrative Assistant
Department: Gems & Gemology
City: Carlsbad, CA
Reports To: Director/Editor-in-Chief of Gems & Gemology
Primary Functions:
Provides administrative support for staff members of Gems & Gemology (G&G) Department.
Requirements:
Associate of Arts degree required; Bachelor's degree (B.A. or B.S.) from four-year college or university, in Business or English, preferred; and three to four years related experience and/or training; or equivalent combination of education and experience.
Knowledge of QuarkExpress, Adobe Acrobat, and MacIntosh computer applications, helpful.
Strong word processing skills and experience in Microsoft Office software applications (Word, Excel, Outlook) required.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Strong written and verbal communications skills.
Good organization skills and maturity to deal with multiple and simultaneous responsibilities.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Responsibilities:
Manages daily administrative details to ensure efficient and effective office operations to include, but not limited to, supervising mailing activities and assisting with subscriptions.
Works with GIA Collection, GIA photographers, and outside contributors to arrange photography of loaned samples. Returns sample materials to GIA Collection or contributors after publication.
Records and processes votes for annual Most Valuable Article contest and answers for G&G Challenge exam.
Works with Circulation Coordinator and Trade Show Manager to prepare materials for conferences, trade shows, and quarterly student sales.
Composes and types routine correspondence.
Prepares outgoing mail, correspondence, electronic mail, and facsimiles.
Screens and routes incoming mail and calls, routing inquiries to appropriate personnel and confidential/sensitive information to the Editor in Chief.
Schedules and monitors meeting appointments, telephone calls, and conference calls for the Editor in Chief and Editors.
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Coordinates and arranges travel schedules and reservations, and prepares expense reports, as needed.
Establishes and maintains file system(s) including, but not limited to, confidential and specialized files and records.
Maintains familiarity with and status of division activities. Understands and respects confidentiality of article production process.
Prepares purchase orders for vendors and purchases supplies for department.
Conducts library and Internet research, as needed, including scanning/photocopying of articles.
Files copyright registration forms for each issue.
Communicates with authors and editors by telephone and e-mail.
Proofreads corrections on articles in page proof stage and keeps proofing area organized during deadline.
Assists with event administration (Gemological Research Conference / Symposium, etc.) including duties such as registration, answering attendee/participant inquiries, proofreading abstracts, etc.
Organizes images for the Visual Resources center of the RTL Library.
Maintains office equipment such as printers and copiers (or arranges maintenance when necessary).
If you are interested in this position, please attach your resume to an email and submit to
Recruiter@gia.edu.
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