Administrative Operations Specialist

Seeking 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 clients administrative systems and processes and can manage 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

Financial and Procurement Operations

• Create and manage purchase orders (POs) from initiation through payment completion.
• Establish new suppliers/vendors within client 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.
• Coordinate 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 clients policies and financial procedures.
• Maintain accurate transaction records and documentation.

Administrative and Research Support

• Provide general administrative support to researchers and staff.
• Serve as a resource for administrative processes and transaction-related questions.
• Coordinate and manage requests from multiple stakeholders.
• Monitor requests through completion and communicate status updates as needed.
• Maintain organized records and documentation.

Office Operations

• Assist with 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.
• Coordinate deliveries and office-related purchases.
• Ensure operational requests are completed in a timely manner.
• Schedule conference rooms and meeting spaces.
• Coordinate catering orders beverages and snacks for meetings and events.
• May assist with execution of departmental events workshops and gatherings as needed.

Required Experience

• Minimum 6-12 months of direct experience using clients administrative and financial systems (PCARD TCARD reimbursements iProcurement and others).
• Demonstrated experience processing clients purchase orders reimbursements travel transactions invoices supplier setups and expense reconciliations.
• Experience supporting multiple stakeholders in a fast-paced administrative environment.

Required Skills

• Significant clients systems experience and the ability to navigate clients 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.
• Proven ability to independently manage tasks from initiation through completion.
• Strong organizational skills and attention to detail.
• Ability to prioritize competing requests and meet 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.

Preferred Qualifications

• Associates degree preferred but not required.
• Additional administrative financial or operations experience strongly preferred.

Top Priorities for Success in this Role

• Significant experience working in clients systems and processes.
• Strong customer service mindset and professionalism.
• Excellent communication skills responsiveness and follow-through.

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.