Administrative Assistant II

Job Title: Project Specialist
Job Location: Open to Marlborough, MA (Hybrid)
Job Duration: 3 Months (possibility of extension)
Payrate: $20-$25/hr. on w2

Job Summary:

• 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:

• Performs general administrative duties that may include photocopying, coordinating meetings/appointments, typing, faxing, ordering/maintaining supplies, arranging travel, preparing and/or sorting mail.
• 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.
• Answers questions related to established policies and procedures.
• Directs people to the appropriate resource.
• Coordinates projects/assignments of broader Product, independently seeking appropriate internal and external resources as necessary such as:
  • a. Assembling and distributing materials.
  • b. Compiling and/or tracking data.
  • c. Verifying the accuracy of data collected.
• Makes decisions within established guidelines regarding planning, organizing, and scheduling of work.
• Creates and types routine documents (letters/memos/e-mails, presentations, etc.) and revises as necessary; ensures accuracy in grammar and spelling.
• 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.

Additional Duties:

• 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.
• Updating Smartsheet for programs ensuring checklists are complete.
• Peer to peer request handling.
• Travel deviation reviews.

Quality Systems Duties and Responsibilities:

• Build Quality into all aspects of their work by maintaining compliance to all quality requirements.

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.
• Flexibility between admin and project tasks throughout the day.