ADMINISTRATIVE SPECIALIST- INVESTMENTS

Job Summary

The Administrative Specialist performs comprehensive supportive functions within the Office of Investments . This position performs a variety of complex and confidential administrative and support functions. Attention to detail, superior organizational skills, and the ability to prioritize tasks will be required due to the variety of assignments the incumbent will be asked to perform.   Performs highly sensitive administrative duties including, but not limited to, telephone coverage, business travel arrangements, coordination of meetings, submission of travel expense reports, and file and calendar maintenance.   

Essential Functions

• Use computer software applications to prepare technical material from rough drafts including narrative reports, spreadsheets, memorandums, reports and letters.  Proof documents for the approval. 
• Make international and domestic travel arrangements, including transportation, hotel and conference registration, in accordance with the TRS Travel policy. 
• Process departmental travel vouchers and submit expense reimbursement reports to investment managers as appropriate.   
• Communicate effectively and maintain strong relationships with staff, current and prospective investment managers, master trustee, brokers and the public to ensure accurate, timely and tactful exchange of essential information. 
• Prepare meeting materials and serve as recording secretary at meetings. Complete meeting minutes and ensure follow-up items are completed. 
• Assist in compiling data and in the preparation of complex reports as needed. 
• Open, sort and distribute mail. Review mail that is scanned in by the mailroom. 
• Assist with special projects. 
• Perform other duties as required or assigned. 
• Maintain current addresses, phone numbers and files for external service providers and investment managers utilizing both Dynamo (CRM) and Laserfiche (file retention software). Maintain electronic legal files for investment managers and assist with digitizing hard copy files. Review and verify documents access asset classes as assigned.

Essential Functions Continued

• Schedule and coordinate internal and external meetings for all staff in the Investment Office, including greeting visitors as necessary
• Assist in the preparation and execution of new investment managers’ due diligence procedures. Work directly with legal counsel to assist with execution of legal documents at the time of closing through the life of the fund.  
• Assist in the tracking of manager reporting requirements; including monthly, quarterly and annual reports to ensure managers are compliant with provisions set forth in legal contracts. Follow up with managers to obtain outstanding reports.  
• Participate in Investment Oversight Committee meetings by preparing meeting packets, attending meetings, and recording minutes 

Knowledge, Skills and Abilities

• Knowledge of administrative procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. 
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. 
• Knowledge of electronic equipment and software applications i.e. Microsoft products and Adobe Acrobat
• Knowledge of business and management principles involved in planning, resource allocation, coordination of people and resources. 
• Giving full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate.
• Communicating effectively in writing as appropriate for the needs of the audience. 
• The ability to listen to and understand information and ideas presented through spoken words and sentences. 
• The ability to read and understand information and ideas presented in writing. 
• The ability to communicate information and ideas in writing so others will understand. 
• The ability to maintain confidentiality 

Minimum Requirements

• Three (3) years in a business administrative position 
• Bachelor’s degree in accounting, economics, finance, or business administration is preferred 

Benefits

• State health, dental, life, and vision insurance
• Generous paid time off package including State holidays
• Defined benefit plan as member of Teachers’ Retirement System pension
• Deferred compensation plan