Job description

SAME is looking for an Administrative Office/ Database Assistant to join its team. We are looking for a self-starter that enjoys administrative work and shows initiative in learning new things. Training will be provided on software systems.

SAME (Society for American Military Engineers) represents the public sector architecture/engineering/construction industry – our 25,000 members literally build and support America’s infrastructure and national security. We provide our members opportunities to: Collaborate and network in a joint service environment (meaning, all branches of the uniformed services as well as federal, state, and local government agencies); Grow professionally and personally by participating in technical education & training, a wide range of conferences, and community service events; Engage with peers and content in a specific area of practice or designation via our Communities of Interest; and achieve professional and business goals.

We are a small organization (about 25 staff) that places a high value on teamwork, collaboration, and continually improving the products and services we deliver to our members. At SAME, we do work hard but we have a lot of fun doing it and enjoy working with one another. Everyone on our team is encouraged to take initiative, offer fresh perspectives, and be entrepreneurial. If you’re a team player who strives to do your best each day, please read on for a great opportunity with our great organization!

The Administrative Office/ Database Assistant will provide administrative support to the office and support the implementation and ongoing management of various information system platforms. This position will work in conjunction with the Associate Director of Operations on the ongoing implementation of the new Enterprise Management System (EMS) centered around Nimble (a Salesforce platform) and integrated with Open Water, Critical Impact, and other software. The assistant will serve as key support for internal and external users of Nimble to include performing data entry and quality control; maintaining data integrity; and building and executing reports. The Administrative Office/ Database Assistant will become a resource through acquiring knowledge of all database records and functionality. This position will also assist with various administrative duties to support the office.

ESSENTIAL RESPONSIBILITIES:

I. Provide accurate and complete database support for Nimble, Open Water, and Critical Impact system platforms. This includes: Enter and update data as needed Assist in development of Standard Operating Procedures (SOPs) for data management, reporting, and list creation Create and manage queries and reports for internal and external stakeholders. Assist with staff access and training Troubleshoot issues Recommend process improvements.

II. In Nimble, process individual and organizational member renewal invoices, create large company member renewals, and process new Organization Membership applications in Nimble.

• Compare our current database (Nimble) with our prior database (CV) to ensure that all data has been transferred/migrated correctly

• Create lists and reports in Nimble and ensure that current data and membership configurations are accurate

• Work with accounting team to ensure reconciliation and reporting of financial transactions in Nimble are complete, timely, and accurate.

• Assist in setting up, configuring, and testing Nimble modules and integrations.

• Set-up and maintain products, merchandise, and programs in Nimble as needed.

III. In Open Water:

• Set up, manage and report from applications such as scholarships, camps and national awards.

• Ensure data migration between Open Water and Nimble is functional and being maximized.

IV. In Critical Impact:

• Set up and monitor lists to be used for distribution through the Critical Impact platform.

• Ensure data privacy and GDPR guidelines are followed.

• Ensure data migration between Critical Impact is functional and being maximized.

V. Administrative Duties:

• Support staff inquiries.

• Support onboarding of new hires

• Other duties as assigned by supervisor

JOB QUALIFICATIONS:

• Minimum of two years of experience in an office setting preferred.

• Proficiency in MS Word and Excel

• Experience working in information systems with significant amounts of data entry and developing reports preferred

• Experience working with an EMS system, Salesforce/Nimble, or other such system a plus.

• Bachelor’s Degree required.

KNOWLEDGE, SKILLS & ABILITIES:

• Experience with large and complex data sets, queries, and reporting. • Knowledge of relational databases.

• Excellent organizational skills and attention to detail and quality

• Ability to work in a team environment, but also be a self-starter and demonstrate initiative.

• Ability to troubleshoot issues on a frequent basis.

• Possess a positive attitude with ability and willingness to provide excellent customer service to internal and external members.

• Desire to learn and be adaptable.

• Ensure quality control for systems integrity.

• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, Teams and PowerPoint).

• Ability to travel occasionally to conferences and events as needed

SAME is located on 1420 King Street, Alexandria, Virginia. This position will be required to work onsite for an introductory period. Following the introductory period, a hybrid work arrangement will be considered.

ABOUT SAME Founded in 1920, SAME builds leaders and facilitates collaboration among government and industry to develop solutions to national security infrastructure challenges. With a National Office in Alexandria, Va., and over 100 Chapters around the world, the Society unites the uniformed services, public, private, and academic sectors from across the architecture, engineering, construction, and related disciplines. Providing extensive opportunities for training, education and professional development through a robust offering of conferences, workshops, networking events, publications, webinars, and other member-driven programs, SAME bridges the gaps between critical stakeholders to help secure our nation. Visit www.same.org for more information.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Alexandria, VA 22314

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