Administrative Support Specialist

The Administrative Support Specialist is responsible for providing administrative and operational support with a primary focus on purchasing operations, procurement coordination, inventory tracking, and vendor-related processes. This role also provides backup support to the finance, legal, and PI settlement functions to ensure efficient departmental operations and continuity of business processes.

Essential Functions:

Coordinate and support day-to-day purchasing operations for corporate offices and facilities, including processing purchase requests, tracking orders, monitoring deliveries, and following up on outstanding items with vendors and internal departments.

Assist with procurement activities by maintaining purchasing records, tracking expenditures, verifying order accuracy, and ensuring supporting documentation is properly maintained.

Monitor and track operational supply needs for facilities to help ensure timely procurement and uninterrupted operations.

Maintain computer and laptop inventory, including assignment, asset tracking, reconciliation, and reporting to Human Resources for employee asset records.

Collect, review, open, organize, and distribute incoming mail from all facilities, company PO boxes, and headquarters mailboxes to appropriate departments.

Scan, upload, and maintain correspondence and documentation within designated electronic filing systems for processing and record retention purposes.

Perform daily bank deposit runs and maintain appropriate documentation related to deposits and deliveries.

Utilize database queries, spreadsheets, reports, charts, and analytics tools to compile and analyze operational, purchasing, legal, and financial data.

Extract and compile data from Revenue Cycle Management systems to prepare physician reports for payroll processing.

Collaborate with leadership and cross-functional departments to support reporting requests, purchasing initiatives, operational projects, and process improvement efforts.

Support finance and legal departments with administrative projects, documentation management, and special assignments as needed.

Maintain confidentiality of sensitive financial, legal, purchasing, and operational information.

Perform other related duties and responsibilities as assigned.

Qualifications:

Education:

High School Diploma or GED. Bachelor's degree preferred Licenses/Certification: N/A

Experience:

2+ years as an operations analyst or a similar position

Knowledge/Skills/Abilities:

Excellent oral and written communication and interpersonal skills.

Excellent organizational and analytical skills
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