About the position

The Office Administrator participates in division-wide or organization-wide projects, programs, and initiatives, collaborating with cross-functional teams to execute strategic business unit objectives. The role plans, organizes, implements, and manages assigned projects and provides financial operations support, including budgeting, procurement, transaction processing, and related duties. The administrator works across the enterprise to support processes and initiatives and serves as a liaison with other departments and vendors. The position supports internal clients and departmental business operations through project and process coordination, financial and procurement activities, customer assistance, documentation, records management, research, data analysis, and reporting. It also identifies opportunities to streamline workflows and improve consistency and effectiveness. The role is based in an in-office/open office environment with moderate noise, with a hybrid arrangement. AARP observes Mondays and Fridays as remote workdays except for essential functions; remote work must be performed within the United States and its territories.

Responsibilities

• Provide support to internal clients on group- or organization-wide projects, programs, processes, and business initiatives, liaising with other teams and serving as a central point of contact for departmental business processes.
• Support business and financial operations, including procure-to-pay processes and documentation, invoice and payment tracking, budget and report preparation or tracking, and lobbying information preparation or tracking.
• Provide customer assistance by researching, resolving, identifying, and clarifying issues for internal and external customers; use programs and databases to track responses and recommend process improvements.
• Analyze current business processes and develop, test, implement, and document improvements; maintain accurate documentation and serve as an expert on organizational policies and procedures.
• Coordinate records management and document adherence to policies and compliance requirements.
• Conduct research, analyze data, and develop, manage, and distribute scheduled and ad hoc reports.
• Coordinate financial, procurement, and contract management activities for departmental projects.
• Manage financial functions such as invoice coding and approval and expense reconciliation.
• Coordinate project management, metrics, and operations across departments in collaboration with team members and department leads.
• Identify opportunities to streamline workflows, reduce manual effort, and improve process consistency; support implementation and track post-change effectiveness.

Requirements

• Bachelor's degree in Finance or a related field.
• 3 years of experience with complex budgeting and forecasting.
• Demonstrated success managing budgets to within 3 percent variability.
• Advanced proficiency with Excel and proficiency with Microsoft Office, SharePoint, and Microsoft Teams.
• Ability to manage multiple priorities; self-motivated, forward-thinking, and able to manage time effectively.
• Strong attention to detail and excellent organizational skills.
• Strong interpersonal skills to build effective relationships internally and externally.
• Regular and reliable job attendance.
• Effective verbal and written communication skills.
• Respect and understanding of others to maintain professional relationships.
• Independent judgment in evaluating options and making sound decisions.
• Ability to work effectively in an in-office/open office environment surrounded by moderate noise.
• Ability to occasionally lift up to 25 pounds.
• AARP will not sponsor an employment visa for this position.

Benefits

• 401(k)
• 100% company-funded pension plan
• Health, dental, and vision plans
• Life insurance
• Paid time off, including company and individual holidays, vacation, sick, caregiving, and parental leave
• Performance-based and peer-based recognition
• Tuition reimbursement