Project/Admin Specialist

2 days ago

Marlborough, Massachusetts, United States Veterans Sourcing Group, LLC Full time

Admin/Project Specialist

Location: Marlborough, MA 01752 or Minnetonka, MN 55343

Type: Hybrid - 3 Day Office

Job Purpose:

  • Provide moderately complex administrative and project support to individuals and departments.
  • Works under general supervision and receives detailed instructions only for new tasks.

Key Responsibilities

Administrative Support

  • Perform general administrative tasks: photocopying, scheduling meetings, typing, faxing, mail handling, and supply management.
  • Arrange travel and prepare related documentation.
  • Create, edit, and proofread routine documents, ensuring accuracy in grammar and formatting.

  • Maintain confidentiality when handling sensitive department or employee information.

  • Customer & Internal Support

  • Serve as a point of contact for internal and occasional external stakeholders.
  • Provide information on established policies and procedures; direct inquiries to appropriate resources.
  • Coordinate broader-scope assignments by gathering materials, compiling/tracking data, and verifying data accuracy.
  • Make decisions within established guidelines related to planning, organizing, and scheduling work.

Functional/Administrative Specialist Tasks

  • Manage data, procedures, and processes related to the functional area.
  • Coordinate and lead administrative tasks supporting the team.
  • Assist professional and technical staff with special projects.
  • Provide data and process information to other functions as needed.
  • Use department software to generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.
  • Identify and design workflow improvements.

Job Tasks

  • Review faculty and attendee reimbursement documentation (COS, receipts, travel, deviations).
  • Submit vendor add requests and follow up with HCPs or Specialists for missing information.
  • Research payment status and respond to inquiries.
  • Generate and send COS forms upon request.
  • Provide general Specialist support and coverage as needed.
  • Coordinate banner orders, trip kits, and course supplies.
  • Manage central inbox and process HCP COS forms and reimbursement requests promptly.
  • Support Stone/Lasers Specialist with local program needs, including creating MRFs in GMM and engagements in ENGAGE.
  • Update SmartSheet program checklists and ensure completion.
  • Handle peer to peer requests and review travel deviations.

Quality Responsibilities

  • Integrate quality standards into all work and maintain compliance with all quality requirements.

Qualifications

  • High school diploma or equivalent; 2+ years of related experience (certification preferred).
  • Proficiency in Excel and Smartsheet.
  • Strong communication skills and attention to detail.
  • Ability to manage multiple projects and shift between administrative and project tasks.
  • Flexibility and strong organizational skills.
  • Ability to travel up to 20% as needed.

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