Administrative Operations Specialist

Description

The Client seeks an experienced and highly independent Administrative Operations Specialist to provide comprehensive financial, administrative, travel, procurement, and operational support to a team of researchers and staff. This position requires a candidate who is already familiar with administrative systems and processes and can quickly assume responsibility for a high volume of transactions with minimal training or supervision. The successful candidate will take end-to-end ownership of assigned tasks, ensuring all requests are completed accurately, proactively, and on time. This role is ideal for someone who is customer service-oriented, highly communicative, detail-focused, and capable of managing multiple priorities while providing exceptional support to faculty, researchers, and staff.

Key Responsibilities

• Create and manage purchase orders (POs) from initiation through payment completion.
• Establish new suppliers/vendors within systems.
• Submit invoices and monitor payment status to ensure timely processing.
• Track outstanding transactions and proactively follow up to resolution.
• Make authorized PCard purchases.
• Submit and reconcile PCard expenses, including collection and submission of required receipts and documentation.
• Cookbook and book TCard travel arrangements.
• Reconcile TCard expenses and submit required supporting documentation.
• Prepare and submit employee reimbursements for travel and approved business expenses.
• Process reimbursements related to research team purchases and activities.
• Ensure all purchases comply with policies and financial procedures.
• Maintain accurate transaction records and documentation.
• Provide general administrative support to researchers and staff.
• Serve as a resource for administrative processes and transaction-related questions.
• Cookbook and manage requests from multiple stakeholders.
• Maintain organized records and documentation.
• Aid in day-to-day office operations and facilities coordination.
• Provide office access support using designated master keys, as authorized.
• Submit work orders for maintenance, repairs, and facilities-related needs.
• Order office supplies and monitor inventory levels.
• Cookbook and coordinate deliveries and office-related purchases.
• Ensure operational requests are completed in a timely manner.
• Schedule conference rooms and meeting spaces.
• Cookbook and coordinate catering orders, beverages, and snacks for meetings and events.
• May assist with execution of departmental events, workshops, and gatherings as needed.

Required Qualifications

• Minimum 6-12 months of direct experience using administrative and financial systems (PCARD, TCARD, reimbursements, iProcurement, and others).
• Demonstrated experience processing purchase orders, reimbursements, travel transactions, invoices, supplier setups, and expense reconciliations.
• Experience supporting multiple stakeholders in a fast-paced administrative environment.
• Significant systems experience and the ability to navigate administrative processes with minimal guidance.
• Excellent customer service orientation and commitment to supporting faculty, researchers, staff, and visitors professionally.
• Exceptional written and verbal communication skills.
• Prioritizing competing requests and meeting deadlines.
• Comfortable working in Slack, Microsoft Outlook, Google Docs, and Google Sheets.
• Positive attitude, strong judgment, and willingness to take initiative.
• Ability to work effectively both independently and as part of a team.

Required Skills

• Significant systems experience and the ability to navigate administrative processes with minimal guidance.
• Excellent customer service orientation and commitment to supporting faculty, researchers, staff, and visitors professionally.
• Exceptional written and verbal communication skills.
• Prioritizing competing requests and meeting deadlines.
• Comfortable working in Slack, Microsoft Outlook, Google Docs, and Google Sheets.
• Positive attitude, strong judgment, and willingness to take initiative.
• Ability to work effectively both independently and as part of a team.

Top Priorities for Success in this Role

• Additional Information
• Candidate must be able to work independently with minimal supervision.
• Candidate is expected to proactively identify issues, communicate status updates, and ensure tasks are completed accurately and on time.
• Reliability, accountability, and end-to-end ownership of responsibilities are essential for success in this role.
• Significant experience working in systems and processes.
• Strong customer service mindset and professionalism.
• Excellent communication skills, responsiveness, and follow-through.