WHAT DOES AN ADMINISTRATIVE SUPPORT SPECIALIST DO?

Published: Nov 18, 2024 - An Administrative Support Specialist meticulously reviews bid websites for potential projects, maintains an accurate bid schedule, and efficiently solicits and compiles bids via communication with subcontractors and suppliers. Manages the acquisition and order of project plans and specifications, performs detailed data entry into HCSS, and secures necessary Bid Bonds from bonding companies. Proactively researches and documents bid opportunities announces results to key personnel, and maintains a comprehensive database for future referencing and bid preparation.

A Review of Professional Skills and Functions for Administrative Support Specialist

1. Administrative Support Specialist Duties

  • Event Planning: Coordinates and aids in planning event logistics for Research Presentation Meals, Summer Orientation, New Student Convocation, Academic Open Houses, Reading TUgether, Spring Honors Convocation, and Distinguished Lecturers.
  • Customer Service: Answers phones, greets visitors, takes messages, makes appointments, and provides information.
  • Problem Solving: Answers inquiries, follows up on routine activities, and responds to problems or complaints without consultation based on standard practices and procedures.
  • Independent Judgment: Uses initiative and independent judgment in routine matters and decisions.
  • Document Preparation: Word processes, develops spreadsheets, and creates presentations using confidential and/or complex materials, forms, and documents.
  • Writing & Editing: Composes and edits correspondence, forms, and reports.
  • Technical Support: Serves as the point person in a “help desk” role for course evaluations (Class Climate) and Qualtrics user support.
  • Meeting Coordination: Schedules and provides follow-up for recurring committee meetings led by Associate Vice Presidents of Academic Affairs.
  • Proposal Management: Collects and organizes Faculty Summer Stipend, Faculty Leave, Stieren Speaker, and Lennox Program proposals as well as student Mach Fellowship Applications.
  • File Management: Develops and maintains complex files and filing systems.
  • Financial Reconciliation: Reconciles purchase card transactions and provides budget support for Associate Vice Presidents for Academic Affairs, Office of Advising, First Year Seminar, Office of Institutional Research, and Sponsored Research Officer.
  • Team Collaboration: Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience, and integrity to provide professional leadership during emergencies.
  • Policy Compliance: Complies with all Trinity University policies and guidelines.
  • Global Coordination: Coordinates customer issues with globally distributed support teams.
  • Onboarding Metrics: Manages and coordinates onboarding metrics with BI teams.

2. Administrative Support Specialist Details

  • Correspondence Management: Prepare general Navy correspondence (write-ups, instructions, monthly reports, etc.).
  • Security Services: Provide security escort services for visitors.
  • Administrative Support: Perform administrative and office support for the Command.
  • Calendar Management: Develop and maintain calendars and schedules of Command senior personnel.
  • Document Management: Maintain the organization's documents, records, and files.
  • Event Coordination: Schedule and coordinate Mellon initiative events and activities.
  • Marketing Support: Assist with the design of advertising, marketing, and promotional program materials, including yearly newsletters.
  • Program Management: Maintain all program files, assist with program evaluation and assessment, and provide support to Mellon Initiative Director.
  • Financial Processing: Generate and process departmental purchase orders, travel authorizations forms, work orders, check requests, and travel expense reimbursement forms.
  • Office Management: Perform general office duties to include receiving, sorting, and screening mail, and performing receptionist duties.
  • Website Management: Maintain the Mellon initiative calendar and program website.
  • Information Provision: Provide accurate program-related information to prospective students, other inquiries, and faculty.
  • Process Improvement: Suggest a process to make supporting customers more efficient.
  • Data Mapping: Map data between various systems and report and categorize customer support requests.
  • Event Support: Assist with the launching of field events.

3. Administrative Support Specialist Responsibilities

  • Administrative Support: Assisting senior intelligence analysts or investigators in obtaining/collecting all documents and information to complete case files.
  • Data Analysis: Planning and conducting a variety of quantitative and qualitative studies, analyses, assessments, and evaluations related to criminal investigation cases.
  • Quality Assurance: Reviewing data for completeness of information and proper execution.
  • Procurement Support: Assisting USMS staff with requisitions and procurement actions.
  • Data Extraction: Extracting data from other investigative agencies and databases.
  • Report Preparation: Analyzing collected data and preparing reports from said data.
  • File Management: Establishing and maintaining physical and automated files.
  • Information Organization: Gathering information and organizing tracking systems.
  • Verification: Verifying case files and case tracking systems.
  • Document Handling: Distributing, receiving, and storing documents.
  • Word Processing: Performing word processing relevant to case documentation.
  • Data Entry: Performing data entry relevant to case statistics.
  • Property Management: Using a property tracking system extensively to update or retrieve information required to correctly receipt, store, issue, or track government property.

4. Administrative Support Specialist Accountabilities

  • Subcontractor Management: Process subcontractor onboarding and offboarding.
  • Communication: Create and distribute end client and vendor letters upon the request of the subcontractors.
  • Record Keeping: Maintain and track subcontractor’s work authorizations and ensure all records are up to date.
  • Insurance Tracking: Maintain and track subcontractor’s Certificate of Insurances, Workers Compensation, and Disability insurance.
  • Compliance Reporting: Assist the Manager of Corporate Services with contract compliance reporting.
  • Data Entry: Enter contract data into Salesforce and ensure all contract records are up to date in the system.
  • Vendor Management: Complete vendor portal registrations and ensure all company information is kept up to date in vendor portals.
  • Document Management: Maintain contracts and purchase orders records.
  • Regulatory Compliance: Complete state registrations and annual state reporting.
  • Client Support: Handle client requests for proof of business insurance coverage.
  • HR Administration: Manage HR, payroll, and benefit administration.
  • Performance Management: Coordinate performance reviews.
  • Financial Reporting: Manage month-end adjustments and closings.
  • Financial Analysis: Conduct income and expense analysis.
  • Financial Support: Assist with financial statement preparation and financial projections.

5. Administrative Support Specialist Functions

  • Research & Analysis: Review bid websites for potential projects and maintain an accurate bid schedule.
  • Communication & Negotiation: Solicit and compile bids and quotes via phone or email from subcontractors and suppliers.
  • Logistics Coordination: Pickup and order plans and specifications from job owners.
  • Data Management: Perform data entry and downloading of bid information into HCSS.
  • Procurement: Order Bid Bonds from the bonding company.
  • Research & Documentation: Research and document bid opportunities.
  • Communication: Announce bid results to appropriate personnel.
  • Database Management: Maintain database for reference purposes.
  • Documentation: Prepare documentation and process pre-qualifications.
  • Proposal Development: Assist with design build technical proposals.
  • Stakeholder Engagement: Work with State, City, and County authorities or other job owners.
  • Meeting Coordination: Schedule/handle arrangements for in-house estimating meetings.
  • Administrative Support: Perform office administrative duties - ordering supplies and inventory, supporting front desk duties, process incoming and outgoing mail and deliveries.
  • Customer Service: Greet office visitors in a professional, positive manner.
  • Writing & Editing: Compose and edit letters, emails, and other correspondence.
Relevant Information
What Does An Administrative Support Assistant Do?