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Key Responsibilities and Required Skills for a Knowledge Analyst Assistant

💰 $45,000 - $65,000

Knowledge ManagementData AnalysisResearchAdministrative SupportInformation Science

🎯 Role Definition

The Knowledge Analyst Assistant serves as a foundational pillar within the knowledge management (KM) ecosystem. This role is instrumental in supporting the collection, classification, curation, and dissemination of an organization's intellectual capital. Working under the guidance of senior Knowledge Analysts or Managers, the assistant ensures that information repositories are accurate, up-to-date, and easily accessible to all team members. They are the frontline custodians of our data and content, playing a critical part in transforming raw information into actionable insights that drive informed decision-making and operational efficiency across the business. This position blends administrative precision with a budding analytical mindset, making it a crucial entry point into the world of information science and business intelligence.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Research Assistant or Intern
  • Administrative Assistant or Coordinator
  • Library Assistant or Technician
  • Data Entry Clerk

Advancement To:

  • Knowledge Analyst
  • Knowledge Manager or Specialist
  • Junior Business Analyst
  • Content Strategist

Lateral Moves:

  • Content Coordinator
  • Information Specialist
  • Junior Data Analyst
  • Project Coordinator

Core Responsibilities

Primary Functions

  • Actively maintain and update the central knowledge base, ensuring all entries are current, accurate, and properly categorized according to established taxonomies.
  • Assist senior analysts in conducting thorough research and information gathering from various internal and external sources to support strategic projects and initiatives.
  • meticulously classify, tag, and apply metadata to new and existing content, enhancing its discoverability and relevance within our knowledge management systems.
  • Respond to and triage incoming information requests from various departments, efficiently locating and providing relevant documents, data, and subject matter expert contacts.
  • Perform regular content audits and quality checks on knowledge repositories to identify and remediate outdated information, broken links, and content gaps.
  • Support the entire lifecycle of knowledge assets, from initial drafting and formatting to review, approval, publishing, and eventual archiving or deletion.
  • Collaborate closely with subject matter experts across the organization to capture, document, and validate specialized knowledge and best practices for wider distribution.
  • Help develop and format a variety of knowledge-based materials, including reports, how-to guides, FAQs, process documentation, and training presentations.
  • Monitor key performance indicators and generate regular reports on knowledge base usage, content effectiveness, search trends, and user feedback.
  • Assist in the development and refinement of the organization's information architecture, including folder structures, taxonomies, and controlled vocabularies.
  • Provide direct support for the administration of knowledge management platforms (like SharePoint, Confluence, or ServiceNow), including user management and permissions.
  • Curate and organize internal and external content, summarizing key findings and distributing targeted intelligence briefings to relevant stakeholders.
  • Participate in content migration projects, carefully moving and re-mapping information from legacy systems to new platforms while ensuring data integrity.
  • Train and guide end-users on how to effectively search for, contribute to, and utilize the organization's knowledge management tools and resources.
  • Help create and distribute internal communications, such as newsletters or update summaries, to promote new content and encourage a culture of knowledge sharing.

Secondary Functions

  • Support ad-hoc data requests and perform exploratory data analysis to uncover initial trends or answer specific business questions.
  • Contribute to the organization's broader data and knowledge strategy by providing feedback on tool effectiveness and user experience.
  • Collaborate with various business units to help translate their information needs into clear requirements for the knowledge management and data engineering teams.
  • Participate in sprint planning, daily stand-ups, and other agile ceremonies as an active member of the knowledge or data team.
  • Monitor industry trends, competitor activities, and news alerts to provide context and enrich the internal knowledge base with external intelligence.
    misc_responsibilities:
  • Provide administrative support for the KM team, such as scheduling workshops, taking meeting minutes, and tracking action items.
  • Assist in the user acceptance testing (UAT) process for new features or upgrades to knowledge management software.
  • Help manage the review and approval workflows for new content submissions, ensuring a timely and efficient process.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Office Suite Proficiency: Advanced capability in Word, Excel (including formulas and pivot tables), and PowerPoint to create, format, and manage documents and data.
  • Knowledge Management Systems: Hands-on experience or familiarity with enterprise KM platforms such as SharePoint, Confluence, ServiceNow KM, or similar systems.
  • Research & Information Retrieval: Demonstrated ability to utilize online databases, search engines, and internal repositories to locate and synthesize information effectively.
    extra_hard_skills:
  • Basic Data Analysis: An understanding of fundamental data analysis concepts and the ability to interpret usage metrics and create simple reports.
  • Content Management Systems (CMS): Familiarity with the principles of web content management, including editing and publishing content.
  • Taxonomy & Metadata: A foundational understanding of how to apply tags, keywords, and other metadata to organize and classify digital content.

Soft Skills

  • Meticulous Attention to Detail: An exceptional eye for accuracy and consistency, ensuring the integrity and quality of all information assets.
  • Organizational & Time Management: The ability to prioritize multiple tasks, manage deadlines, and work methodically in a fast-paced environment.
  • Written & Verbal Communication: Clear, concise, and professional communication skills for interacting with colleagues and documenting information.
  • Inquisitive & Proactive Mindset: A natural curiosity and a drive to ask questions, learn new things, and take initiative without constant supervision.
    extra_soft_skills:
  • Collaborative Spirit: A genuine team player who enjoys working with others to achieve common goals and is open to feedback and new ideas.
  • Problem-Solving Aptitude: The capacity to identify issues, analyze them logically, and propose practical solutions.
  • Adaptability: A flexible approach and a willingness to learn new software, tools, and processes as the organization evolves.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or equivalent relevant professional experience.

Preferred Education:

  • Bachelor's Degree from an accredited institution.

Relevant Fields of Study:

  • Library Science or Information Science
  • Business Administration or Management
  • Communications or English
  • Computer Science or Information Systems

Experience Requirements

Typical Experience Range: 0-2 years of relevant experience.

Preferred: Prior experience in an administrative support, research, or information management role is highly advantageous. Internships or co-op positions within a corporate library, data team, or knowledge management department are strongly valued as a practical foundation for this role.

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