Administrative Assistant-Clerical entry level position (01.08.26)

HPC International•Crown Point, IN

1d•Onsite

About The Position

Are you a driven, enthusiastic people-person with experience providing excellent support & customer service? If so, we want to talk to you! HPC is looking for a highly motivated individual with 2+ years professional experience with administrative support, expense management and/or accounting in a B2B (business-to-business) setting. This is a full-time support position, working in our Crown Point Office, Monday through Friday in our HPC EducationManager™ (“EM”) division. To learn more about our HPC EducationManager™ service please go to our website at https://www.hpcinternationalinc.com > Solutions > Education Manager . Please watch the video that explains HPC EducationManager™ , what it is and how it works so that you are familiar with the service you will support for this position prior. What You’ll Be Doing: The HPC EducationManager™ team manages educational expense requests for employees of hospitals and other healthcare organizations to provide administrative support they are lacking and drive savings on this annual investment into their staff’s training and development. We negotiate pricing and process payment for expense requests for all types of education and training including: association memberships and dues, educational subscription resources, conference fees, and continuing education courses and CME/CE/PD workshops. We also have an EM Book Coordinator who fully manages and drives savings on all EM Client requests for books and other training products. On a daily basis, here’s what an EM Admin Assistant will be doing: Assist your assigned Account Rep(s) with managing all the non-book related educational expense requests for their assigned clients, including: association memberships and dues, educational subscription resources, conference fees, and continuing education courses and CME/CE/PD workshops. Review all new requests and acknowledge them via email, to let each requestor know we received their request and we are working on it and to gather any missing details they may have failed to include with their request. Requests received via email versus through our online portal must be entered manually into our online portal. Email and phone correspondence with requestors to give them progress updates on their pending requests so they know when each will be completed. Learn the approval process for each assigned EM client and secure pre-approval for each requested transaction from the requestor’s “supervisor” that their expense is eligible to be covered (paid for) by their department. Upload copies of every pre-approval and denial into our online portal for all requests. Learn the payment process for each assigned EM client and process payment to the vendor for every pre-approved expense. Upload payment confirmation details and a copy of the payment receipt into our online portal for all paid transactions. Assist with completing online registration process for requests that are for conferences and continuing education courses. Maintain an overall average turnaround time of 1-2 weeks (or less) for all expense requests you’re managing – this measures turnaround time from the request date through the payment/registration date. Complete a weekly reconciliation (using Microsoft Excel) for each assigned EM client by running a report in our online portal of all paid transactions from the previous week time period, ensuring that our online portal balance matches the bank balance. Assist with training new EM Administrative Assistants periodically as part of our peer mentoring and new hire training program.

Requirements

Extremely strong attention to detail and organizational skills
Strong mathematical and analytical skills and good with numbers
Reliable and able to work well in a collaborative team environment
Self-motivated, enthusiastic, and positive attitude
Excellent verbal and written communication skills
Comfortable in communicating with and dealing directly with customers and vendors
Position requires flexibility, careful attention to details, and the ability to multi-task
Position requires proactive and thorough follow-up skills
Ability to effectively prioritize and execute tasks in a fast-paced environment
Maintains high standards of conduct and integrity and demonstrates good judgment
High School Diploma or equivalent.
4+ years customer service and/or accounting experience in business-to-business setting
Experience with Microsoft Office applications: Excel, Word, and PowerPoint

Nice To Haves

Some college level education preferred.

Responsibilities

Assist your assigned Account Rep(s) with managing all the non-book related educational expense requests for their assigned clients, including: association memberships and dues, educational subscription resources, conference fees, and continuing education courses and CME/CE/PD workshops.
Review all new requests and acknowledge them via email, to let each requestor know we received their request and we are working on it and to gather any missing details they may have failed to include with their request. Requests received via email versus through our online portal must be entered manually into our online portal.
Email and phone correspondence with requestors to give them progress updates on their pending requests so they know when each will be completed.
Learn the approval process for each assigned EM client and secure pre-approval for each requested transaction from the requestor’s “supervisor” that their expense is eligible to be covered (paid for) by their department.
Upload copies of every pre-approval and denial into our online portal for all requests.
Learn the payment process for each assigned EM client and process payment to the vendor for every pre-approved expense.
Upload payment confirmation details and a copy of the payment receipt into our online portal for all paid transactions.
Assist with completing online registration process for requests that are for conferences and continuing education courses.
Maintain an overall average turnaround time of 1-2 weeks (or less) for all expense requests you’re managing – this measures turnaround time from the request date through the payment/registration date.
Complete a weekly reconciliation (using Microsoft Excel) for each assigned EM client by running a report in our online portal of all paid transactions from the previous week time period, ensuring that our online portal balance matches the bank balance.
Assist with training new EM Administrative Assistants periodically as part of our peer mentoring and new hire training program.