Administrative Support Specialist III

For 75 years, Charles River employees have worked together to assist in the discovery, development and safe manufacture of new drug therapies. When you join our family, you will have a significant impact on the health and well-being of people across the globe. Whether your background is in life sciences, finance, IT, sales or another area, your skills will play an important role in the work we perform. In return, we'll help you build a career that you can feel passionate about. Job Summary We are seeking an Administrative Support Specialist III to provide administrative and clerical support for Principal Investigator (PI), Administrative Officer (AO), and/or other government personnel. In this role you will perform secretarial, clerical, organizational and administrative support duties. ESSENTIAL DUTIES AND RESPONSIBILITIES The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Communicate verbally and in writing in a professional manner to include prepare and proofread documents including memos, letters, spreadsheets, and reports. Answer phone and e-mail inquiries, directing them to the proper person. Receive and announce visitors. Maintain calendar of appointments. Serve as point of contact for conference room schedules. Sort and distribute mail; Pick up and deliver packages less than 25 pounds. Prepare shipping and FedEx requests. Create and maintain various written and electronic files. Data entry into local laboratory or DIR databases, including personnel, travel, and procurement requests. Collect and utilize reference materials, SOPs, and policies. Prepare domestic travel vouchers in a complete and accurate manner. Independently initiate, prepare, review, and track domestic, foreign, and sponsored travel actions. Submit key requests for new staff, enter new staff into the ID system (NED), and perform timekeeping duties. Conduct orientation for new laboratory staff. Prepare and review initial and renewal personnel packages for clinical fellows, faculty, and rotators. Coordinate with affiliate sites to onboard fellows at their locations. Prepare initial and reappointment patient care credentialing packages for fellows and faculty in the Clinical Fellowship Program. Maintain all Fellowship Program requirements to ensure continued accreditation. Prepare for audits, inspections, and reviews of the Fellowship Program. Maintain New Innovations fellow and faculty registrations, block schedules, and work-hour submissions. Prepare and update Program Letters of Agreement (PLAs) for affiliate sites and fellows' out-rotation sites. Update and distribute fellow, faculty, and program evaluations. Maintain fellowship publications reports and enter ACGME Scholarly Activity reports. Maintain ACGME and ABOG website updates and serve as point of contact for GMEC matters. Serve as Program Recruitment Coordinator by: Reviewing applications submitted through ERAS, Preparing applications for review, Scheduling, coordinating, and hosting virtual interviews, Registering for the National Resident Matching Program (NRMP). Obtain pricing quotes and complete procurement forms for government approval. Serve as Property Custodial Officer. Guide and direct property contractors during annual physical inventories. Submit building maintenance requests and follow up to ensure completion. Prepare work requests for renovations, telecommunications, and printing services. Coordinate administrative work performed by support staff within the organization. Provide guidance and instruction to co-workers and new professional staff on administrative procedures. Assist senior administrative support staff. Work with minimal supervision and provide direction to Level I and Level II staff. Job Qualifications To qualify for this role you must have the following: Education: High school diploma or general education degree (GED). Experience: A minimum of three years administrative experience working in an office environment required. Of this experience, at least one year of credentialling experience required. Preferred: Bachelors degree, experience with Government personnel packages. The pay range for this position is $32.25-$37.69 per hour. Please note that salaries vary within the range based on factors including, but not limited to, experience, skills, education, certifications, and location. About Insourcing Solutions Charles River Insourcing Solutions℠ can streamline research by delivering operational and cost efficiencies through the strategic insourcing of GMP, GLP and non-GLP research services from discovery through safety assessment. Insourcing Solutions℠ provides you with the ability to maintain control of your facility and expertise while leveraging available space. About Charles River Charles River is an early-stage contract research organization (CRO). We have built upon our foundation of laboratory animal medicine and science to develop a diverse portfolio of discovery and safety assessment services, both Good Laboratory Practice (GLP) and non-GLP, to support clients from target identification through preclinical development. Charles River also provides a suite of products and services to support our clients' clinical laboratory testing needs and manufacturing activities. Utilizing this broad portfolio of products and services enables our clients to create a more flexible drug development model, which reduces their costs, enhances their productivity and effectiveness to increase speed to market. With over 20,000 employees within 110 facilities in over 20 countries around the globe, we are strategically positioned to coordinate worldwide resources and apply multidisciplinary perspectives in resolving our client's unique challenges. Our client base includes global pharmaceutical companies, biotechnology companies, government agencies and hospitals and academic institutions around the world. At Charles River, we are passionate about our role in improving the quality of people's lives. Our mission, our excellent science and our strong sense of purpose guide us in all that we do, and we approach each day with the knowledge that our work helps to improve the health and well-being of many across the globe. We have proudly worked on 80% of the drugs approved by the U.S. Food and Drug Administration (FDA) in the past five years. We're committed to providing benefits that elevate your quality of life. Based on your position these may include: bonus/incentives based on performance, 401K, paid time off, stock purchase program, Health and wellness coverage, employee and family wellbeing support programs, and work life balance flexibility. Equal Employment Opportunity Charles River is an equal opportunity employer and is committed to providing equal employment opportunities for all qualified applicants and employees without regard to race, color, sex, religion, national origin, ancestry, age, mental or physical disability, family status, pregnancy, military or veteran status, or any other characteristic protected by federal, state, or local laws. It is unlawful in some states (including Massachusetts) to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. If you are interested in applying to Charles River Laboratories and need special assistance or an accommodation due to a disability to complete any forms or to otherwise participate in the resume submission process, please contact a member of our Human Resources team by sending an e-mail message to View email address on click.appcast.io. This contact is for accommodation requests for individuals with disabilities only and cannot be used to inquire about the status of applications. For more information, please visit 236576 Charles River