Admin Specialist III (Hybrid)
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Job Location:
Plymouth, MA - USA
Monthly Salary:
Not Disclosed
Posted on:
3 hours ago
Vacancies:
1 Vacancy
Job Summary
For further inquiries regarding the following opportunity please contact our Talent Specialist:
Hema Malini at
Hema Malini at
Title: Admin Specialist III (Hybrid)
Duration: 12 Months
Location: Plymouth MN
Duration: 12 Months
Location: Plymouth MN
Only W2 candidates are eligible for this position. Third-party or C2C candidates will not be considered.
Hybrid: Mon and Friday WFH Tues - Thurs in office. Typical work day hours with some flexibility.
Description:Essential Duties and Responsibilities:
1) Process Invoices (US/ROW): Receive & log invoices from external HFE vendors review with HFE project lead and process payments with HFE lead authorization. (Requires knowledge and access to two separate contract processing systems as well as Coupa)
2) Process Vendor Contracts (US/ROW): Work with Ethics & Compliance for multiple geographies to draft contracts according to their various requirements. This includes submitting WWM review requests & seeking IRB approvals as needed. (Compliance requirements vary by geography. Up to this point the HFE group has worked with US only Ethics & 2026 HFE will need to establish the same working relationship with multiple Ethics & Compliance geographic leads multiple geographies.)
3) Resolve Payment Issues: Work with Procurement to resolve all issues related to processing payments such as errors in vendor bank records. (Example: Debbie spent 4 months/60 hours processing a Fieldwork overdue payment and still wasnt able to resolve an outstanding issue with Fieldwork Dallas bank account updates requested due to challenges working with Procurement.)
4) Receive catalog and respond to CCs: Receive HFE Impact Assessment requests for Change Controls and review with HFE Therapy Lead. Complete all Impact Assessments when no HFE IA should have been required. Prioritize and track all CCs that should have a HFE review. (Most CC Owners continue to require HFE to perform this no value task of performing an IA when none should be required because they create the HFE IA before speaking with HFE.)
Support:
5) Collaborate with HFE group members to assess vendor capabilities work with Procurement to onboard new vendors and update internal supplier lists.
6) Support broader Research & Development functions when ordering needed supplies/equipment.
Qualifications:
1) Strong interpersonal and communication skills.
2) Ability to collaborate with teams make decisions and solve work problems with minimal assistance.
3) Fluent in general MS Office tools.
4) Able to proactively identify process issues recommend solutions and implement changes.
1) Process Invoices (US/ROW): Receive & log invoices from external HFE vendors review with HFE project lead and process payments with HFE lead authorization. (Requires knowledge and access to two separate contract processing systems as well as Coupa)
2) Process Vendor Contracts (US/ROW): Work with Ethics & Compliance for multiple geographies to draft contracts according to their various requirements. This includes submitting WWM review requests & seeking IRB approvals as needed. (Compliance requirements vary by geography. Up to this point the HFE group has worked with US only Ethics & 2026 HFE will need to establish the same working relationship with multiple Ethics & Compliance geographic leads multiple geographies.)
3) Resolve Payment Issues: Work with Procurement to resolve all issues related to processing payments such as errors in vendor bank records. (Example: Debbie spent 4 months/60 hours processing a Fieldwork overdue payment and still wasnt able to resolve an outstanding issue with Fieldwork Dallas bank account updates requested due to challenges working with Procurement.)
4) Receive catalog and respond to CCs: Receive HFE Impact Assessment requests for Change Controls and review with HFE Therapy Lead. Complete all Impact Assessments when no HFE IA should have been required. Prioritize and track all CCs that should have a HFE review. (Most CC Owners continue to require HFE to perform this no value task of performing an IA when none should be required because they create the HFE IA before speaking with HFE.)
Support:
5) Collaborate with HFE group members to assess vendor capabilities work with Procurement to onboard new vendors and update internal supplier lists.
6) Support broader Research & Development functions when ordering needed supplies/equipment.
Qualifications:
1) Strong interpersonal and communication skills.
2) Ability to collaborate with teams make decisions and solve work problems with minimal assistance.
3) Fluent in general MS Office tools.
4) Able to proactively identify process issues recommend solutions and implement changes.
Education and/or Experience:
High school diploma or equivalent is required; Bachelors degree is preferred.
Some college coursework is preferred.
Minimum of 3 5 years of experiences.
Minimum of 5 years of working experience supporting technical teams ideally in a Medical Device Research and Development organization.
High school diploma or equivalent is required; Bachelors degree is preferred.
Some college coursework is preferred.
Minimum of 3 5 years of experiences.
Minimum of 5 years of working experience supporting technical teams ideally in a Medical Device Research and Development organization.
About us: DivIHN the IT Asset Performance Services organization provides Professional Consulting Custom Projects and Professional Resource Augmentation services to clients in the Mid-West and beyond. The strategic characteristics of the organization are Standardization Specialization and Collaboration. DivIHN is an equal opportunity employer. DivIHN does not and shall not discriminate against any employee or qualified applicant on the basis of race color religion (creed) gender gender expression age national origin (ancestry) disability marital status sexual orientation or military status.
Key Skills
- Data Entry
- Adobe Acrobat
- AS400
- EDI
- Microsoft Outlook
- Cloud Architecture
- Microsoft Excel
- Quick Books
- Administrative Experience
- Order Fulfillment
- Project Implementation
- Sales Support
