Travel Support Specialist - Z

SUMMARY:  

The Travel Support Specialist is responsible for supporting the needs of the travel department within Elligo Health Research. The role focuses primarily on administrative tasks with an emphasis on billing, coding, site training and financial support. The Travel Support Specialist collaborates with both the Associate Director and the Associate Manager to create back-end support for vendor communications, compliant filings and billing support that is not limited to project support. This role requires great organization, follow through and strong Excel skills.

ESSENTIAL DUTIES:

• Billing Support:
• Data entry as required to complete billing process
• Code transactions into RAMP from vendor receipts
• Secure vendor invoices
• Link receipts for vendor charges
• Pull hotel authorizations and link to internal SharePoint
• Collaborate with the Project Management team to develop materials for Sponsor and CRO clients
• Handle multiple projects simultaneously while maintaining communication with the team and/or clients.
• Support travel specialists by sending credit card authorization forms to hotels once booking has been made
• Assist with site onboarding and lead site training when requested/needed
• Assist with curating KPI information needed for client submission and tracking 
• Assist with EOM Billing responsibilities in coordination with the Project Manager
• Support printing and shipping of collateral to US and OUS countries as it pertains to the study
• Attend internal study meetings to review projects and accept delegated tasks
• Follow compliance requirements associated with IRB, GCP, and HIPPA guidelines
• Responsible for entering all daily applicable time accurately into NetSuite
• Other duties as required or assigned.

QUALIFICATIONS:

Excellent interpersonal and customer service/relationship skills 

Ability to work effectively with other team members 

Strong attention to detail and accuracy 

Sound financial acumen and strength using Excel.

Good follow up skills, able to be the hub of information and ensure all pieces of information get to the right person or contacts.

Excellent written, and verbal communication skills, including the ability to present ideas and suggestions clearly, concisely, and effectively.

Strong organizational skills, including the ability to accomplish multiple tasks within the agreed-upon timeframes through effective prioritization of duties and functions in a fast-paced environment.

Self-motivated and able to work independently to complete tasks, respond to department requests, and collaborate with others to utilize their resources and knowledge to identify quality solutions.

Demonstrated proficiency with Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, and Teams) and SharePoint.

EDUCATION AND EXPERIENCE:

Bachelor’s degree in business administration, communication or relevant field preferred, or High School diploma with equivalent combination of work experience 

Experience using databases, such as Monday, Salesforce, NetSuite, Concur, RAMP and GRASP is preferred 

Minimum one year of administrative and or data entry experience including Excel

ENVIRONMENT:

This is a remote position based on the location of the incumbent’s home operating in a home-office environment. This role routinely uses standard office equipment such as computers, printers, copiers, and phones.

This position typically works less than 30 hours per week. Hours may vary each week and are not guaranteed. The incumbent must be available during the “core” work hours of 9:30 a.m. to 3:30 p.m. Occasional evening and weekend work may be required as the job duties demand.  

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel. More in-depth information can be found in SOP's, working guidelines, policies, etc. 

ADDITIONAL:

Elligo Health Research is a dynamic organization in a rapidly changing industry. Accordingly, the responsibilities associated with this job may change from time to time in accordance with business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are designed only to describe the general nature of the job.

Elligo Health Research is committed to a policy of equal employment and will not discriminate against an applicant or associate based on his or her age, sex, sexual orientation, gender identity, race, color, creed, religion, national origin or ancestry, citizenship, marital status, familial status, physical or mental disability, handicap, military or veteran status, genetic information, pregnancy or any other category protected under federal, state or local law, regulation or ordinance.