ADMINISTRATION ANALYST JOB DESCRIPTION

An Administration Analyst turns raw operational data into the structured reports and compliance records that departments run on. The work demands precision, monthly close deadlines, regulatory submission windows, and audit cycles leave little room for error. In this role, you sit within an administrative or operations function, supporting senior staff and cross-functional teams, including Accounting, Asset Management, and departmental leadership. What makes it genuinely hard is the range: one week, you are reconciling sub-award invoices against committee approvals; the next, you are preparing accreditation survey documentation under a Joint Commission review cycle.

As the Administration Analyst, you own the data collection, analysis, and reporting workflows that keep departmental operations accurate and compliant across monthly, quarterly, and annual cycles. You work across internal teams spanning finance, compliance, and operations, with your output feeding directly into executive reporting and regulatory submissions.

Career Impact: Hands-on ownership of regulatory reporting cycles, including CMS compliance documentation and grant award tracking, builds a verifiable record that stands out in administrative and operations career paths.

Business Impact: The financial reviews, reimbursement files, and compliance records you produce are what auditors, executives, and oversight committees actually see, making your accuracy directly visible at a senior level.

Growth Opportunity: Exposure to multiple operational domains, from insurance claim reserve analysis to sub-award invoicing, broadens your analytical range in ways that support a move into senior operations, finance, or compliance analyst roles.

• Compile and analyze statistical and financial data across departmental portfolios to support monthly and quarterly reporting cycles.
• Prepare recurring financial review and flash report packages within defined close deadlines for leadership distribution.
• Monitor active awards, reimbursement files, and compliance records to ensure approvals and submissions remain current.
• Validate and submit reimbursement and financial documentation, including backup research for items requiring additional government or committee sign-off.
• Coordinate meeting logistics and produce accurate notes and minutes for departmental and cross-functional sessions.
• Review and analyze operational data spanning payables, receivables, and cost activity to support ad hoc executive requests.
• Document administrative procedures and maintain organized electronic filing systems for audit and reference purposes.
• Partner with Accounting, Asset Management, and other internal teams to gather data and resolve reporting discrepancies.

Candidates often list compliance recordkeeping but skip volume metrics, and framing these duties on a resume makes that gap visible.

• Bachelor's degree in Business Administration, Accounting, Finance, or equivalent work experience.
• 1 or more years of administrative analysis or operations reporting experience, with demonstrated accuracy in data-intensive environments.
• Proficiency in spreadsheet-based data analysis, including advanced functions for querying, formatting, and report conversion.
• Strong written and verbal communication skills, with the ability to correspond clearly across internal departments and external stakeholders.
• Ability to manage multiple concurrent deadlines with minimal supervision, including time-sensitive monthly and quarterly close cycles.
• Demonstrated financial management skills with strong attention to detail and ability to verify accuracy of figures and submissions.
• Ability to exercise discretion in handling confidential operational and financial information.

More postings now expect ERP proficiency beyond spreadsheets, and the competency bar postings set shows exactly where that bar sits.

• Prior experience in a regulated environment, such as healthcare, government, or federally funded research administration.
• Familiarity with property management operations, insurance claim reserve tracking, or grant sub-award invoicing processes.
• Experience preparing materials for accreditation surveys, compliance audits, or executive review committees.
• Working knowledge of geographic information systems or department-wide business intelligence reporting platforms.

• Monthly financial review packages delivered within two business days of accounting close, measured by on-time submission rate.
• Quarterly report accuracy rate, tracking error-free submissions across all assigned portfolios and districts.
• Reimbursement file completion rate per cycle, reflecting how consistently backup documentation is validated and submitted.
• Compliance record currency, measured by the percentage of active awards with up-to-date approvals and no overdue review flags.
• Ad hoc analysis turnaround time, reflecting responsiveness to executive and cross-departmental data requests.

Mapping close-cycle accuracy to the analyst's salary benchmarks and certifications is the quickest way to see where this role leads.

• Base Salary Range: $48,000 to $68,000 annually depending on industry and location
• Bonus: Annual performance bonus, typically 3 to 7 percent of base salary
• Equity: Not typical at this level in non-tech administrative roles
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization
• PTO: 10 to 15 days annually plus standard federal or organizational holidays
• Common Perks: Professional development allowance, hybrid scheduling where operationally feasible, mileage reimbursement where field access is required

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment is contingent on successful completion of a background check and, where applicable, verification of driving record or credit history consistent with role requirements. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, or any other characteristic protected under federal, state, or local law. Reasonable accommodations are available to applicants and employees with disabilities upon request. Candidates must be authorized to work in the United States.

Match compliance records to a resume that reaches the people who decide.

The Administration Analyst owns the full cycle of data collection, analysis, and reporting for departmental performance, including Access database maintenance, TJC/CMS accreditation recordkeeping, and statistical report preparation, in support of hospital and laboratory operations. Working alongside senior staff and cross-functional teams, this role delivers actionable analysis and workflow recommendations that sustain operational accuracy and Joint Commission compliance.

Key Responsibilities

• Develop, update, and maintain Access databases.
• Prepare statistical reports, charts, and graphs to display departmental performance and initiative information, working collaboratively with departmental leadership to obtain required data.
• Facilitate, organize, schedule, and participate in departmental meetings and conference calls, preparing meeting notes and minutes.
• Actively participate in Hospital and Laboratory Joint Commission/CMS surveys, scribing and maintaining records related to TJC's accreditation process.
• Update TJC/CMS materials and department-specific performance improvement measures.
• Act as a Microsoft Office Programs resource, guiding staff through computer terminal functions to create reports, graphs, and charts.
• Prepare annual, semiannual, and quarterly reports as required.
• Type policies, procedures, correspondence, reports, tables, forms, and other materials.
• Assist hospital personnel and cross-functional teams concerning essential reporting and monitoring criteria.
• Assess office support operations and make recommendations to improve workflow efficiency.
• Compile, review, and analyze statistical data, making evaluations and recommendations for assigned special projects.

Required Qualifications

• Experience coordinating the purchasing of supplies and equipment requests for submission to administration.
• General understanding of the Joint Commission survey process.
• Expertise in the Meditech system for querying and data abstraction, converting reports into usable Excel formats.
• Intermediate to expert proficiency in Microsoft Word, Excel, Access, PowerPoint, and Visio.
• Ability to follow written and oral instructions and communicate effectively in a precise and understandable manner.
• Ability to exercise discretion in handling confidential information.
• Ability to maintain confidentiality in all departmental functions.

Embedded within a multidisciplinary operations environment, the Administration Analyst performs technical research, system testing, and data analysis to resolve business process challenges and support departmental service delivery across the organization. Working closely with business unit teams, external vendors, and customers, this role builds functional knowledge and translates operational data into actionable recommendations that strengthen system performance and compliance.

Core Functions

• Perform technical research, investigations, and coordinate tests of systems, changes, and upgrades.
• Initiate actions for problems outside routine procedures and implement approved systems or methods.
• Provide functional advice and support for business system users, advising on requirements, policies, and best practices.
• Collaborate with other business units, external vendors, and customers.
• Prepare formal and informal statements, exhibits, and reports.
• Independently analyze data and make recommendations for the resolution of business processes.
• Conduct presentations on specified topics.
• Provide on-the-job training and direct team activities or work as a team member.
• Follow security and safety policies and procedures in carrying out work duties.

Qualifications & Experience

• Degree in Business Administration or related field, substitutable with extensive experience at the discretion of the General Manager.
• Experience related to the field and job assignment.
• Knowledge of business technology, data management systems, department-wide reporting tools, departmental processes and policies, and basic Geographic Information Systems.
• Proficiency in advanced technology, unit-specific operations, and software.
• Ability to interpret research or operational data and analyze requirements of business systems and processes.
• Effective written and verbal communication skills, with the ability to correspond with the public regarding DWSD policies and procedures.
• Ability to work effectively with minimal supervision, maintain regular attendance, and complete specialized technical assignments.
• Ability to establish and maintain effective working relationships across teams and units.
• Ability to understand and follow verbal and written instructions and utilize appropriate security and safety equipment.

Reporting to the Contracts & Grants Department, the Administration Analyst shapes pre- and post-award support operations by managing VA Research and Development Committee approval workflows, sub-award invoicing, and submission database updates for all active awards. Partnering with Principal Investigators, accounting, and C&G analysts, this role ensures that every active grant maintains full regulatory compliance and that award payments are processed accurately and on schedule.

Primary Duties

• Oversee and complete the VA Research Approval Process, verifying all documents, approvals by committees, and scheduling projects for R&DC approval.
• Meet routinely with R&D staff and act as liaison for C&G analysts on specific issues.
• Keep the submission database updated on proposal submissions and review status.
• Oversee sub-award invoicing and payments by working with PIs to obtain approval and submitting to accounting for payment.
• Monitor all active awards for compliance and approvals by date.
• Maintain electronic files for NCIRE awards at the R&D Office.
• Provide ad-hoc support to C&G analysts for scanning, filing, and follow-up with PIs as requested.
• Maintain active and closed projects in Solomon in concurrence with the R&DC database.

Skills & Qualifications

• AA degree in Business Administration.
• 1+ years of experience in administrative analysis or operations research, or equivalent combination of education and experience.
• Demonstrated financial management skills with strong accuracy and attention to detail.
• Proficiency in MS Office programs with interest and ability to learn new applications.
• Strong problem-solving and effective organizational skills.
• Strong interpersonal skills with written and oral communication ability.
• Ability to work independently as well as part of a team and prioritize workload to meet deadlines.
• Ability to work well under pressure in a fast-paced environment.