Administrative specialist job description
Updated March 14, 2024
6 min read
An administrative specialist is responsible for overseeing a variety of tasks and projects. They coordinate and run events, draft and justify new budgets, and manage calendars and schedules of other employees.
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Example administrative specialist requirements on a job description
Administrative specialist requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in administrative specialist job postings.
Sample administrative specialist requirements
- Bachelor’s Degree or equivalent experience
- Excellent organizational skills
- Proficiency in Office Suite
- At least 3 years of administrative experience
- Strong attention to detail
Sample required administrative specialist soft skills
- Excellent communication skills
- Ability to multitask and prioritize
- Strong customer service orientation
- Flexibility and adaptability
Administrative specialist job description example 1
Laboratory Corporation of America Holdings administrative specialist job description
At Labcorp we have a passion in helping people live happy and healthy lives. Every day we provide vital information that helps our clients and patients understand their health. If you are passionate about helping people and have a drive for service, then Labcorp could be a great next career step!
Work Schedule Monday - Friday 8:00 am to 5:00 pm overtime may be required Spokane, WA or Seattle, WA possible work from home opportunity in the Pacific Northwest.
There are sites this role supports which require workers to be vaccinated for COVID-19.Labcorp will consider reasonable accommodations If you are in need of an exemption due to a medical contraindication/disability or religious belief.
Requirements
High School Diploma or Equivalent Excellent Organization Skills 2 years Lab, Hospital or Sales experience preferred Must be proficient in Microsoft Excel, Outlook CRM, and internal systems preferred
Responsibilities
Act as a liaison between the client and the LabCorp operations team in relation to client needs Support Internal and External Sales Teams Provide ongoing service and problem resolution to customer base Ensure customer retention by providing superior customer service Recommend solutions that are client focused and persuasive Work closely with all sales partners Continuously provide educational material to the client base Resolve any customer related issues in a timely manner Special projects/Initiatives Provide administrative support to clients and team members Acquisition/IPA/Contract execution and support
Labcorp is proud to be an Equal Opportunity Employer:
As an EOE/AA employer, the organization will not discriminate in its employment practices due to an applicant's race, age, color, religion, sex, national origin, sexual orientation, gender identity, disability or veteran status.
For more information about how we collect and store your personal data, please see our Privacy Statement.
Work Schedule Monday - Friday 8:00 am to 5:00 pm overtime may be required Spokane, WA or Seattle, WA possible work from home opportunity in the Pacific Northwest.
There are sites this role supports which require workers to be vaccinated for COVID-19.Labcorp will consider reasonable accommodations If you are in need of an exemption due to a medical contraindication/disability or religious belief.
Requirements
High School Diploma or Equivalent Excellent Organization Skills 2 years Lab, Hospital or Sales experience preferred Must be proficient in Microsoft Excel, Outlook CRM, and internal systems preferred
Responsibilities
Act as a liaison between the client and the LabCorp operations team in relation to client needs Support Internal and External Sales Teams Provide ongoing service and problem resolution to customer base Ensure customer retention by providing superior customer service Recommend solutions that are client focused and persuasive Work closely with all sales partners Continuously provide educational material to the client base Resolve any customer related issues in a timely manner Special projects/Initiatives Provide administrative support to clients and team members Acquisition/IPA/Contract execution and support
Labcorp is proud to be an Equal Opportunity Employer:
As an EOE/AA employer, the organization will not discriminate in its employment practices due to an applicant's race, age, color, religion, sex, national origin, sexual orientation, gender identity, disability or veteran status.
For more information about how we collect and store your personal data, please see our Privacy Statement.
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Administrative specialist job description example 2
UT Health San Antonio administrative specialist job description
The position of Research Administration Specialist - Intermediate will be responsible for working with assigned departments to perform pre-award sponsored program activities while delivering excellent customer service. Under general supervision, this position will perform support functions for UT Health San Antonio's Principal Investigators (PIs), with a focus on ensuring that PIs and the Office of Sponsored Programs (OSP) have accurate and timely information to prepare and submit quality sponsored program proposals to sponsors. This role is critical to supporting and enhancing UT Health SA's research and sponsored programs mission.
This position is eligible for primarily remote or hybrid (some days on campus) work arrangements.
Job Duties:
Proactively communicates internal submission deadlines and sponsor due dates to PIs. Coordinates all proposal submissions, including subaward proposal components, for PIs within their assigned portfolio, including developing and assisting with administrative components of the proposal (e.g., budget, budget justification, bio-sketches, etc.). Ensures proposal is entered into Cayuse or other submission system as applicable, prior to routing to OSP in accordance with established internal deadlines. Revises and updates proposals after the OSP reviews. Supports the OSP in submitting proposal, when applicable. Coordinates preparation and review of JIT information (e.g., IRB approval, IACUC approval, etc.). Revises and corrects JIT information based on the reporting office review. Assists PI with completing Research Performance Progress Report (RPPR) and other progress report submissions. Prepares and submits to the reporting office transfer grant applications for new incoming faculty. Attends regular meetings, training sessions, and professional development workshops to keep current on policies and procedures relevant to position responsibilities, as requested and approved by the Research Administration Specialist - Supervisor.
Education:
Bachelor's degree is required.
Experience:
Two (2) years of sponsored programs administration or sponsored programs accounting experience is required.
Certifications Preferred:
Certified Research Administrator (CRA) or Pre-Award (CPRA) Certification
This position is eligible for primarily remote or hybrid (some days on campus) work arrangements.
Job Duties:
Proactively communicates internal submission deadlines and sponsor due dates to PIs. Coordinates all proposal submissions, including subaward proposal components, for PIs within their assigned portfolio, including developing and assisting with administrative components of the proposal (e.g., budget, budget justification, bio-sketches, etc.). Ensures proposal is entered into Cayuse or other submission system as applicable, prior to routing to OSP in accordance with established internal deadlines. Revises and updates proposals after the OSP reviews. Supports the OSP in submitting proposal, when applicable. Coordinates preparation and review of JIT information (e.g., IRB approval, IACUC approval, etc.). Revises and corrects JIT information based on the reporting office review. Assists PI with completing Research Performance Progress Report (RPPR) and other progress report submissions. Prepares and submits to the reporting office transfer grant applications for new incoming faculty. Attends regular meetings, training sessions, and professional development workshops to keep current on policies and procedures relevant to position responsibilities, as requested and approved by the Research Administration Specialist - Supervisor.
Education:
Bachelor's degree is required.
Experience:
Two (2) years of sponsored programs administration or sponsored programs accounting experience is required.
Certifications Preferred:
Certified Research Administrator (CRA) or Pre-Award (CPRA) Certification
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Administrative specialist job description example 3
Baylor College of Medicine administrative specialist job description
The Department of Biochemistry and Molecular Biology is seeking a Research Administration Specialist to assist scientists with the administrative functions of grant proposals and the life cycle of grants. This position is the main point of contact for pre-award and post-award activities and programs including, but not limited to, successful submission of research grants, progress reports, and close out.
Review announcements for special conditions/restrictions to ensure full compliance with sponsor guidelines and assist faculty with pre-award grant/contract proposals in BRAIN, ASSIST, proposal CENTRAL, etc.
Contribute to developing and monitoring grant project timelines. Monitor grant and contract awards for special conditions/restrictions and established controls as needed to ensure full compliance with sponsor guidelines in post-award grant/contract management using SAP, and BRAIN. Track and communicate NIH guidelines regarding progress report and close out documents. Track and update personnel cost distributions in SAP. Pre-review Effort Reporting in ERS. Prepare financial reports and projections using SAP and Excel. Approve check requests, reimbursements, and other financial transactions and activities of faculty accounts in SRM, Concur and SAP. In collaboration with the Sponsored Programs Office, draft sub-contracts, LOI, and other communications for signature.
Minimum Qualifications
High School diploma or GED. Four years of relevant experience.
Preferred Qualifications
Bachelor's degree. No experience required with Bachelor's degree or Certified Research Administrator certification through the Research Administrators Certification Council (RACC). Experience with grants and contracts Must be able to work in a busy environment. Must be organized and detail oriented. Must have exceptional communication skills, both written and verbal. Must be regarded as a team player Must have a personal initiative to work independently.
Baylor College of Medicine requires employees to be fully vaccinated -subject to approved exemptions-against vaccine-preventable diseases including, but not limited to, COVID-19 and influenza.
Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.
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Review announcements for special conditions/restrictions to ensure full compliance with sponsor guidelines and assist faculty with pre-award grant/contract proposals in BRAIN, ASSIST, proposal CENTRAL, etc.
Contribute to developing and monitoring grant project timelines. Monitor grant and contract awards for special conditions/restrictions and established controls as needed to ensure full compliance with sponsor guidelines in post-award grant/contract management using SAP, and BRAIN. Track and communicate NIH guidelines regarding progress report and close out documents. Track and update personnel cost distributions in SAP. Pre-review Effort Reporting in ERS. Prepare financial reports and projections using SAP and Excel. Approve check requests, reimbursements, and other financial transactions and activities of faculty accounts in SRM, Concur and SAP. In collaboration with the Sponsored Programs Office, draft sub-contracts, LOI, and other communications for signature.
Minimum Qualifications
High School diploma or GED. Four years of relevant experience.
Preferred Qualifications
Bachelor's degree. No experience required with Bachelor's degree or Certified Research Administrator certification through the Research Administrators Certification Council (RACC). Experience with grants and contracts Must be able to work in a busy environment. Must be organized and detail oriented. Must have exceptional communication skills, both written and verbal. Must be regarded as a team player Must have a personal initiative to work independently.
Baylor College of Medicine requires employees to be fully vaccinated -subject to approved exemptions-against vaccine-preventable diseases including, but not limited to, COVID-19 and influenza.
Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.
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Updated March 14, 2024
Updated March 14, 2024