Administrative Support Specialist

Administrative Support Specialist

Job Description

Top Priorities (First 90 Days)
Ensure smooth day to day operations of the scan suites with minimal disruption to the team.
Manage timely payments for both models and vendors (e.g., linens, supplies).
Oversee accurate handling and filing of consent forms and general administrative documentation.

Key Responsibilities
Model Scheduling & Coordination
Schedule 1–2 models per day (typically known in advance).
Coordinate with team members to align schedules.
Book rooms and maintain the shared calendar.
Onsite Model Support
Greet models at reception and escort them to scanning areas.
Notify the scan team when models arrive.
Administrative Tasks
Submit vendor and model invoices through client' internal payment system (Pegasus or similar).
Scan and file consent forms; perform quality checks with the Principal Investigator.
Manage general inbox and communication with team and models.

Required Skills
Strong communication and interpersonal skills.
Proficiency with Microsoft Office (Outlook, Word, calendars).
Ability to support and collaborate with team members.
Comfortable working with internal tools (training will be provided).

Nice to Haves
Power BI experience (not required but beneficial).
Any experience with databases or clinical/ultrasound environments is a bonus but not expected.

Schedule Expectations
20 hours per week, ideally spread over 4 days; 3 days possible if needed.
Typical onsite coverage: 9:30 AM – 4:00 PM window, but flexibility is available.
Monday preferred as one of the working days.

Assisting with the day-to-day operations of the Clinical Scan Suite.
Maintaining the database of scan models, scheduling models as needed by clinical staff, preparing documentation packages for scans, reviewing completed exam documentation to ensure accuracy, submitting payments for scan models through the Accounts ayable tool, scanning completed exam documents, filing them, and uploading electronic copies to the designated location.
Maintaining the Issaquah equipment inventory database
Maintaining the database of personnel authorized to perform scans and ensuring credentials remain current
Assisting the Site Principal Investigator in maintaining error-free compliance with site-specific Live Scanning Protocols
Supporting Ultrasound Clinical Monitor and Regulatory audits of clinical scanning activities and process compliance, including uploading notes and corrections per monitoring reports under the Principal Investigator’s supervision
Troubleshooting payment-related issues and complaints
Assisting the clinical team with logistical tasks related to live scanning, such as escorting models in and out of scan sessions and more.
Submitting and following up on POs for the linen vendor and maintaining communication to ensure timely payments and deliveries
Supporting validation activities, including maintaining the validation dashboard, making CRF updates as needed, and coordinating related validation efforts
Recruiting new scan models, processing required documentation, creating vendor numbers, and putting their information into the model database
Ordering clinical supplies such as ultrasound gel, USB drives, ECG stickers, and other materials.
Ensuring the cleanliness of the scan suite is maintained and contacting the appropriate personnel when attention is needed

Notes:

10am - 3pm

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.