Administrative Assistant

Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to support program closeout activities and day-to-day administrative coordination for a Contract position based in New Jersey. This role focuses on maintaining accurate records, organizing financial and program documentation, and ensuring required information is completed within internal portals. The ideal candidate is comfortable handling data entry, document tracking, expense-related tasks, and cross-checking details to help keep projects organized and ready for final review.

Responsibilities:

• Maintain and update attendee and profile records by entering new details, correcting inaccuracies, and researching missing information in internal systems.
• Enter evaluation data and other required program information into designated portals with a high level of accuracy and completeness.
• Coordinate requests for honoraria and support the submission and follow-up of expense-related items for meetings and programs.
• Collect payment documentation such as check stubs, save and upload files, and record transaction details in the appropriate systems.
• Follow up with vendors to obtain missing receipts and organize supporting documents for program and financial records.
• Review venue and program expenses, confirm supporting information is complete, and escalate mathematical discrepancies to Accounting when needed.
• Audit program records in internal portals by comparing financial details, validating fees, confirming required files are uploaded, and checking that activities remain within budget guidelines.
• Update logs, checklist pages, and status fields to reflect complete and accurate closeout information and prepare programs for reconciliation review.
• Provide administrative support for additional non-bureau projects by uploading meeting documentation, entering costs, and processing related payment and expense requests as needed.