Administrative Assistant III

Work Location: Onsite in San Diego, CA

Duration: 12 months

Work Authorization: US Citizen

Responsibilities: This role provides centralized administrative support for both the organization's SharePoint site and training system across multiple sites. The administrator will manage document lifecycles, track and follow up on approvals, and facilitate meetings when approvals are delayed to drive timely closure. They will serve as a primary point of contact for related questions and prepare basic status updates on approvals and document changes. In the training system, the administrator will upload OJT and other training materials, run standard and ad hoc training reports, and support site and functional leadership with training data and compliance reporting. The role also includes creating simple job aids, supporting audits by pulling required documentation, and identifying opportunities to improve administrative workflows.

Required Qualifications: High school diploma or equivalent.4 years of experience in administrative support, project coordination, or similar role. Working knowledge of SharePoint (creating/updating sites, libraries, folders, and permissions).Strong organizational skills with demonstrated ability to track actions, follow up with multiple stakeholders, and meet deadlines. Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and comfort working in web-based systems. Effective written and verbal communication skills, including professional email and meeting facilitation. High attention to detail and accuracy in managing documents, records, and reports.

Preferred Qualifications: Experience administering or other formal procedure/document control systems. Prior hands-on experience with training management software (LX) or similar learning management / training administration systems. Experience supporting training programs, compliance tracking, or audit preparation activities. Familiarity with basic reporting and data analysis in Excel (filters, pivot tables, charts).Demonstrated ability to work with cross-functional teams and leadership to drive timely approvals and decisions. Experience in creating job aids, quick-reference guides, or user instructions for systems and processes. Associate's or bachelor's degree in Business Administration, Information Systems, or related field.