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.
Need-to-Know Overview of an Administrative Support Specialist
1. Administrative Support Specialist Duties and Responsibilities
- 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
2. 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