ADMINISTRATIVE SUPPORT SPECIALIST JOB DESCRIPTION

Updated: Jun 30, 2025 - We are seeking an Administrative Support Specialist to enhance organizational processes by assessing the impact of new policies, developing training for personnel on updated procedures, and offering guidance on HR matters. They efficiently handle transitions between different computer systems, collaborate on technical issues, and ensure seamless operations within digital environments. This role requires adeptness in technology and strong collaborative skills to support ongoing improvements and employee engagement.

An Overview of Administrative Support Specialist Job Description Responsibilities and Qualifications

1. The Administrative Support Specialist will provide vital support within our government-oriented program. This role involves assisting staff with administrative tasks, such as creating briefing binders, managing printing tasks for reports, emails, and attachments, and performing scanning and other administrative duties as directed by the Executive Director or Operations Director. This position is key in maintaining the smooth operation and efficiency of our program's administrative functions.

Administrative Support Specialist Roles and Responsibilities:

  • Serve as the office reception focal point.
  • Answering phones and providing messages to the appropriate personnel.
  • Assist in monitoring access to the SCIF.
  • Assist in maintaining visitor logs.
  • Escort visitors from the building security checkpoint to the SCIF.
  • Escort maintenance personnel from the loading docks to the SCIF.
  • Escort visitors and or maintenance personnel while they are in the SCIF.
  • Maintain the office supplies.
  • Coordinate/draft supply orders quarterly and/or as needed.
  • Maintaining incoming/outgoing packages/mailings and checking the mailbox daily.
  • Maintain/collect for disposal burn bags in common areas.


Administrative Support Specialist Skills, Experience, and Qualifications:

  • Minimum three (3) years demonstrated experience as a Receptionist and/or Cleared Escort.
  • Minimum three (3) years demonstrated experience in an office setting supporting a 20-40-person organization. 
  • Experience answering phones and escorting visitors.
  • Demonstrated ability to communicate with personnel at various ranking levels.
  • Ability to adapt to dynamic and changing responsibilities and to learn quickly
  • Ability to work independently
  • Excellent interpersonal skills - always positive to be around
  • Excellent organizational skills
  • Demonstrated trustworthiness to handle highly sensitive and confidential information
  • Proficiency with Microsoft Office Products (Word, Excel, PowerPoint, SharePoint)
  • Deep desire to contribute to the success of a high performance, world-class team

2. The Administrative Support Specialist is a key expert in managing the registration workflow for the main and statewide campuses. This role encompasses daily responsibilities such as monitoring the registration processes, delivering training, creating instructional materials, and conducting analyses to assess and resolve any issues. Additionally, the specialist is tasked with crafting the Add/Drop schedules for all campuses and addressing errors associated with the National Student Clearinghouse, ensuring smooth administrative operations. The ideal candidate will possess strong problem-solving skills and the ability to effectively interpret and correct related discrepancies.

Administrative Support Specialist Functions:

  • Evaluate the impact of new or revised policies and procedures on the existing organization.
  • Develop instructions that assure responsible personnel are informed and/or trained on information concerning new and revised procedures concerning personnel evaluations, awards, rating schemes, etc.
  • Furnish guidance to civilian employees on pay questions, leave, evaluations, and awards.
  • A comfort level with computer systems (the registration workflow system in a homegrown, online system)
  • Be able to the seamless transition from one computer system to another
  • Collaborate with developers when issues arise in the workflow system and when further development is needed
  • Assist the Administrative Officer in administering the organizations recurring reports programs.


Administrative Support Specialist Skills, Experience, Qualifications:

  • Associate's Degree.
  • Two years of clerical or administrative experience.
  • In lieu of a degree, consideration will be given to an equivalent combination of related education and required work experience.
  • Demonstrated proficiency with computer software.
  • Ability to clearly communicate both written and verbal.
  • Aligned with our team values of customer-focused, taking ownership, teamwork, respect, receptive to change, diversity and open communication.
  • Ability to work independently at a high level on solving complex problems in third-party tools.
  • Ability to train peers as well as our partners across campus (staff, faculty, advisors)
  • Be timely in communication
  • Interpret university regulations
  • Critically think and problem solve
  • Must be able to accurately interpret and apply university regulations within scope of duties

3. The Administrative Support Specialist plays a crucial role within the Estimates group, serving as a vital mid-level professional. This position is primarily responsible for delivering precise cost estimates on complex projects, including Study Design Documents, RFIs/RFPs, grants, and various client-specific requests. Additionally, the specialist ensures all supplementary costs are transparently communicated to clients by meticulously reviewing Protocols, Amendments, and Final Reports. Critical document management within SalesForce is another key responsibility, enhancing the accessibility of vital information for all team members. Furthermore, the role actively contributes to strengthening client relationships by offering proactive problem-solving and crafting customized solutions to meet diverse client needs.

Administrative Support Specialist Duties:

  • Interact with consultants and subcontractors to determine the fee for services and verify that they are accurately reflected in the estimate and change estimate(s), and presented to clients
  • Review Protocols and Amendments and create new Change Order opportunities in Salesforce for potential study cost changes
  • Submit PO requisitions in Ax system for consultants and subcontractor work
  • Collaborate with Accounting department for project-related cost review and subcontractor invoice verification
  • Create, review and/or edit ARS study design and any other study design documents as needed
  • Communicate and upload documents into SalesForce (SF) to assist in the navigation of inter-company opportunities
  • Maintain and add SF entries as needed for Preclinical and related opportunities (e.g., parent and child opportunities)
  • Compare estimates with final Protocols and Amendments of ARS studies and any other study designs for costing purposes
  • Apply technical expertise and knowledge or interact with scientific staff 
  • Properly obtain all technical and cost-related information associated with ARS study procedures
  • Help finalize content and presentation of combined proposals
  • Generate monthly KPI reports and any other departmental tracking reports from SF as needed
  • Work with management and other team members to lead improvements in efficiency and processes associated with the Estimates group
  • Mentor and help train departmental staff as necessary
  • Review departmental documents for accuracy, procedural, and technical content as needed
  • Provide additional administrative and technical support to the Estimates group as needed


Administrative Support Specialist Skills, Abilities and Experience:

  • Bachelor's degree in Business Administration or a scientific field preferred but not required
  • 3 years of experience in estimating and/or scientific research required
  • Experience with review and interpretation of scientific documents
  • MS Word, Excel and Salesforce preferred
  • Ability to read and interpret documents such as study and scientific documents and procedure manuals
  • Ability to write routine reports and correspondence
  • Ability to speak effectively with subcontractors, clients and employees of the organization
  • Strong written and verbal communication skills.
  • Proven ability to improve processes while being open to feedback and novel approaches and ideas.
  • Highly organized with strong attention to detail
  • Ability to solve practical problems and deal with a variety of variables
  • Ability to interpret multiple instructions furnished in written, verbal, diagram, or schedule form and demonstrate attention to detail.
  • Must be self-motivated and must be able to multitask
  • Ability to work independently on multiple tasks with minimal supervision
  • Ability to work with a variety of personalities Continual GLP training
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