Project Specialist
8 hours ago
Primary focus is providing moderately complex administrative support for individuals and/or department. Works under general supervision and receives detailed instructions only for new assignments.
Key Responsibilities
1. Performs general administrative duties that may include photocopying, coordinating meetings/appointments, typing, faxing, ordering/maintaining supplies, arranging travel, preparing and/or sorting mail.
2. Serves as a point of contact for customers. Contacts are typically with individuals within own organization and occasionally with contacts outside own organization and involve obtaining or providing information requiring some explanation or interpretation.
3. Answers questions related to established policies and procedures. Directs people to the appropriate resource.
4. Coordinates projects/assignments of broader scope, independently seeking appropriate internal and external resources as necessary such as:
5 -Assembling and distributing materials
6 -Compiling and/or tracking data
7 -Verifying the accuracy of data collected
8. Makes decisions within established guidelines regarding planning, organizing, and scheduling of work.
9. Creates and types routine documents (letters/memos/e-mails, presentations, etc.) and revises as necessary; ensures accuracy in grammar and spelling.
10. Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner.
Confidential information typically consists of department or employee sensitive information (i.e. employee salaries).
Admin Job Description Specialist specific tasks are administrative in nature)
Manage data, procedures and/or processes related to function.
Coordinate, organize and/or lead administrative tasks in support of functional area.
May assist professional and technical staff with special projects.
Provide data and information to other functions on processes and procedures, as requested.
Uses software for functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations.
May design processes to enhance work flow.
Provides data and information to others on functional unit processes and procedures.
Job tasks
Review Faculty and Attendee reimbursement documentation (COS, receipts, travel, deviations, etc)
Submit vendor add requests
Follow up with HCPs or Specialists for missing information
Research payment status for inquiries
Generate and send out COS' - if Specialists want this type of help
Specialist support where needed
Coverage for Sue when she's out - anything the Specialist would go to her for
Banner ordering, trip kit and course supplies coordination
Managing central inbox and timely processing of HCP COS forms and attendee reimbursement requests
Supporting Stone/Lasers specialist with local program requests including creating an MRF in GMM and creating an engagement in ENGAGE
Updating SmartSheet for programs ensuring checklists are complete
Peer to peer request handling
Travel deviation reviews
Qualifications
High School or equivalent and 2 years of related experience with certification in assigned area preferred.
Excel and smartsheet experience
Great communication skills
Attention to detail
Handle multiple projects
Flexiblity between admin and project tasks throughout the day
Ability to travel up to 20% as needed
Ability to pass Background, Drug Screen and if applicable Medical (i.e. Vision, Hearing, or Physical) if Required by Client.
Medical, dental, vision, ancillary coverage and 401k benefits are available.
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