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As we move Americas workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.
Are you ready to join our team?
Our values of Do the Right Thing, Excel Together and Put Customers First are at the heart of what matters most to us, and our Core Capabilities, Building Trust, Accountability, Effective Communication, Customer Focus, and Proactive Safety & Security are what every employee needs to know and do to be most impactful at Amtrak. By living the Amtrak values, focusing on our capabilities, and actively embracing and fostering diverse ideas, backgrounds, and perspectives, together we will honor our past and make Amtrak a company of the future.
SUMMARY OF DUTIES: Reporting to the Assistant Vice-President, Major Programs - Gateway, the selected candidate will provide administrative and technical program support to ensure efficient and effective day-to-day business operation of the Gateway Program Office.
Individual in this role shall have experience in business administration, operations management, procurement, record-keeping, executive scheduling, and analytics. An interest or background in capital construction programs, finance, and or public administration is preferred.
ESSENTIAL FUNCTIONS:
Supports scheduling, organizing, and prioritizing of senior-level meetings.
Composes, edits, and provides formatting preparation of program documentation and tracking of electronic correspondence.
Acts as liaison with internal and external Program stakeholders on behalf of senior management.
Using available software systems, gathers and summarizes data for reports and prepares presentations, spreadsheets, graphs and charts.
Maintains detailed records of all expenses incurred by office and processes expense reports, payment requests, purchase orders, etc. in accordance with policies and procedures.
Supports resource management and advances sensitive documentation, including confidential personnel transactions, ensuring continual attention to detail and meeting deadlines.
Coordinates travel and meeting arrangements in accordance with applicable policies and procedures.
Establishes and maintains senior managers filing system according to established Gateway Program document control procedures.
Procures office equipment and supplies while adhering to budgetary guidelines.
Communicates administrative procedures and requirements; troubleshoots issues to various internal operational challenges, as required.
Handles confidential and non-routine information and enforces Amtrak policies and procedures when necessary.
Coordinates and/or assists with various programs including award events, conference participation, and other industry-related initiatives.
When necessary, provides frontline support in greeting visitors, screens incoming office calls and aids business operations, as appropriate.
MINIMUM QUALIFICATIONS:
High school diploma
A minimum of two (2) years of relevant, professional work experience
Demonstrated office administrative/secretarial experience
Experience with business and technical software i.e., MS Project, MS Visio, MS Excel, MS Word, MS PowerPoint, SharePoint, Tableau, query, and report tools, etc.
Experience using SAP Ariba for accounting/procurement services
High-level of interpersonal skills
Strong organizational and time management skills
General knowledge of office administrative procedures, use and operation of standard office equipment
Ability to work independently and to effectively work as a member of a team
Ability to proactively support senior management
Ability to maintain confidentiality/discretion and to handle sensitive situations
Strong verbal and written communication skills
Attention to detail in composing, typing and proofing materials and in establishing priorities and meeting deadlines
Some analytical ability in order to gather and summarize data for reports
Must be proficient in Microsoft office, graphic visualization, and general business operations.
Ability to work with others in a team environment and communicate with executive leadership team, support depts., Amtrak technology representatives, and external stakeholders etc.
PREFERRED QUALIFICATIONS:
College or associate degree.
Three to five (3-5) years of relevant, professional work experience.
Familiarity with Amtrak or administrative policies, procedures, and systems.
Interest or background in capital construction programs, finance, and or public administration is preferred.
Interest in advancing to other positions within Amtrak Capital Delivery and/or the Gateway Program.
WORK ENVIRONMENT:
Work is performed primarily in an indoor office setting with typical business-related office machines and/or home office.
Fast-paced, time-sensitive environment with frequently changing priorities.
Interfaces with senior and executive-level staff and contacts in the public and private sectors.
Frequently handles multiple projects simultaneously.
May occasionally travel throughout and outside the region as required (e.g., via train, automobile).
COMMUNICATIONS AND INTERPERSONAL SKILLS:
Must have excellent oral and written communication skills.
Requisition ID:151712
Posting Location(s):New Jersey
Job Family/Function:Administrative Support
Relocation Offered:No
Travel Requirements:Up to 25%
Amtrak employees power our progress through their performance.
We want your work at Amtrak to be more than a job we want it to be a fulfilling experience where you find challenging and rewarding opportunities, respect among colleagues, competitive pay, benefits that protect you and your family and a high performance culture that recognizes and values your contributions and helps you reach your career goals.
All positions require pre-employment background check verification, a pre-employment drug screen and proof of full vaccination against COVID -19. Amtrak is committed to a safe workplace free of drugs and alcohol and performs pre-employment substance abuse testing. Marijuana, notwithstanding any statute, ordinance, regulation, or other law that legalizes or decriminalizes the use or possession of marijuana, whether for medical, recreational, or other use. Candidates who engage in the usage of marijuana will not be qualified for hire. Successful applicants for employment with Amtrak must be fully vaccinated against COVID-19 by the date of hire as a condition of employment, subject to requests for accommodation. Fully vaccinated means 14 days have elapsed since receiving the second dose of the Pfizer or Moderna vaccine or 14 days since receiving the Johnson & Johnson vaccine.
In accordance with DOT regulations (49 CFR 40.25), Amtrak is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety-sensitive duties for covered Department of Transportation positions. If an applicant/employee refuses to provide written consent for Amtrak to obtain these records, the individual will not be permitted to perform safety-sensitive functions.
Note that any education requirement listed above may be deemed satisfied if you have an equivalent combination of education, training and experience.
Amtrak is an EOE/Affirmative Action Minority/Female employer, and we welcome all to apply. We consider candidates regardless of race/color, religion, sex (including pregnancy, childbirth and related conditions), national origin/ethnicity, age, disability (intellectual, mental and physical), veteran status, marital status, ancestry, sexual orientation, gender identity and gender expression, genetic information, citizenship or any other personal characteristics protected by law.
POSTING NOTES: Administrative Support|| Corporate Jobs
