Job Details

Job Description

Department: Bioanalytical Sciences (BAS)
Job Title: Sr. Administrative Business Partner
Description:
We are seeking a dynamic and professional individual that can work in a fast-paced environment providing administrative support. The Administrative Business Partner will provide direct support to Directors in BAS groups, including BioAnalytical Sciences Operations, Bioassay, Immunoassay, and Mass Spec. In addition, this individual will provide general administrative support to members of the BAS team and execute on project coordination activities to support day-to-day business portfolio operations.
This position will report into the BAS Business Manager. He/She will collaborate with other administrative business partners, within the department, by providing coverage and work load balance. This individual, when requested by his/her manager, may also collaborate with the other administrative professionals within Development Sciences, and participate in other projects as needed.
The administrative professional must exercise sound business judgment and discretion with sensitive, confidential and proprietary information. This individual is expected to work independently while being a strong team player by being proactive, creative, self-directed, and detail-oriented when managing multiple priorities and complex projects.
Job Responsibilities

• Highly skilled in Google Suite and manage shared team drives and complex gCal scheduling requests with both internal and external stakeholders, potentially across multiple time zones
• Proficient in all available tech meeting platforms including in room technology, video conferences, Google Meets, Zoom and global webcasts
• Support the planning and execution of department-wide staff meetings (e.g. Town Halls, department meetings, etc), meeting logistics including agenda creation/distribution, meeting materials, catering, room set-up, etc.
• Support & ensure attendees are prepared to participate in meetings including AV connection, telephony, Zoom info, etc.
• Send communications on behalf of someone (note: complexity depends upon the person requesting)
• Assist in communications for day-to-day team operations, including changes in policies, processes, department reminders (e.g. handling of gifts, etc.), team agreements
• Ensure that employees are recognized for milestones (anniversaries, weddings, birthdays, etc.) based on department guidelines
• Submit facilities, IT, and Site Service requests
• Manage purchase orders, invoices, payment tracking and vendor maintenance
• Manage distribution lists, print services, office supply process and shipping/receiving
• Manage relationships with internal and external stakeholders, often with a high level of confidentiality required
• Coordinate certain logistics of moves (space management), in close collaboration with BAS Business Manager
• Manage and plan team building events & workshops
• Keep up-to-date on available trainings and organize for team and/or other admins in department
• Process and manage vendor/speaker engagements, contracts and payments, etc.
• Arrange for conference registration, business travel and hotel accommodations, submit business expense reports as needed
• Upon request, may edit and enhance documents including presentations
• Manage the hiring process by scheduling candidate interviews, arranging candidate travel (if applicable), manage all logistics for interview day, and administrative onboarding of new hires
• Manage administrative components and logistics of onboarding (ensure new hires have information for orientation, welcome events, new devices, etc.)
• Manage departmental gSites, Currents, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)
• Assist with managing department documents (electronic and hard copy), such as contracts, memos, including sending out and retrieving off-site storage boxes as needed
• Assist with coordinating CRO visit logistics, including setting up CRO personnel on-site visits, meeting setup, and providing logistic related information to CRO personnel
• May assist in managing the manuscript internal peer review process
• Work with other admins in BAS and the Business Manager to plan BAS events and provide coverage as needed

Required Skills and Qualifications:

• Min 10 years related administrative, operations or project management experience (experience gained in pharmaceutical / biotechnology industry is preferred.)
• Experience working with senior leaders/management
• Ability to handle routine and impromptu assignments with minimal supervision and multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members
• Collaborative, initiates and facilitates team development, ensures all relevant or useful information within the team is shared, works with different functions to achieve the best overall outcome
• Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information
• Demonstrates accuracy and attention to detail of own and other's work, communicates and ensures standards for accuracy and detail within the team
• In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Lucidchart, gMeet, ZOOM) and able to provide instruction or training to others as needed
• Familiarity with large, matrixed organization preferred
• BS/BA degree plus 10 years exp

Pay Rate Range: $30-39/hr depending on experience

Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements.

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