Administrative Assistant

Overview

• Provide administrative support in the Finance and Administration department for a short-term contract role.
• Review and process travel award submissions, ensuring accuracy and completeness of documentation.
• Assist with reconciling submissions and purging outdated requests to streamline processes.
• Handle inquiries from payees regarding missing data and provide necessary guidance.
• Enter banking information into submission screens for non-portal paperwork.
• Support invoice uploads in Concur as needed, contributing to efficient operations.
• Collaborate with team members to alleviate workload and maintain departmental productivity.
• Work on-site three days a week, ensuring effective communication and teamwork.

Key Responsibilities & Duties

• Review 200+ forms daily to verify required documentation and data accuracy.
• Communicate with payees to resolve issues related to missing or incorrect submissions.
• Reconcile new and old submissions, ensuring data integrity and purging outdated requests.
• Utilize banking submission screens to process non-portal paperwork efficiently.
• Upload invoices in Concur, contributing to streamlined financial operations.
• Collaborate with staff members to manage workload and maintain operational efficiency.
• Ensure compliance with organizational policies and procedures in all tasks.
• Maintain accurate records and documentation for audit and reporting purposes.

Job Requirements

• Bachelor of Arts (BA) degree required, preferably in a related field.
• Minimum of 2 years of administrative experience; 3 years preferred.
• Proficiency in data entry and reconciliation processes.
• Familiarity with financial systems and tools such as Concur.
• Strong communication skills for effective correspondence with payees.
• Ability to manage high-volume workloads efficiently and accurately.
• Detail-oriented with excellent organizational and problem-solving abilities.
• Availability to work on-site three days a week as required.