Newark Metro Area, NJ
1) General Administrative Responsibilities:
a. Makes travel arrangements for management
b. Assist with maintenance of management s calendars and schedules
c. Order office supplies
d. Prepare check requests as needed
e. Ship important documents via overnight courier
f. Process invoices for payment
g. Create purchase orders in Oracle
h. Schedule meetings in Outlook
i. Coordinate departmental activities
j. Track employee time off
k. Assist staff as needed with software issues, i.e., excel, charts, etc.
l. Cross functional activity coordinator
m. Prepare department meeting minutes
n. Assist with developing and tracking the departments expense and capital budgets
o. Submit IT/IS service requests
2) Capital Project Responsibilities
a. Routing and tracking Capital Appropriation Requests (CAR s)
b. Routing and tracking legal contracts
c. Inputting purchase requisitions
d. Routing and tracking purchase orders
e. Invoice approvals and tracking
f. Updating project spread sheets (financial and status)
g. Facilitate review and approval cycles of project documentation
h. Assist with Project closeout
i. Assist with Purchase order closeout
j. Maintain project documentation in hard copy and on Sharepoint sites
3) Record Retention (RR)
a. Act as RR Notification Recipient for group
b. Ensure all department employees are trained on RR
c. Interface with all employees to ensure compliance to RR
d. Maintain accurate documentation of program completion
e. Maintain up to date RR binders
Knowledge, Skills & Abilities:
Computer skills in Microsoft Office Suite: Word; Excel for basic use; PowerPoint for presentations; SharePoint is preferred and candidate can have basic skills and manager willing to train a "quick learner" on SharePoint. Outlook with extensive background in database systems. Innate ability to learn new software, such as corporate intranet and enterprise business.
Understands and works with all components related to web pages, i.e., web parts, lists, pages, libraries, permissions, content and forms
Strong working knowledge in computer training systems
Working knowledge of enterprise business systems such as Oracle (preferred) or SAP acceptable
Knowledge of accounting principles. Experience with departmental budget management
Strong written and verbal communication skills. Highly proficient at writing well formulated emails and notifications. Ability to effectively communicate with employees, contractors and vendors. Experience with technical writing and document development / generation.
Excellent interpersonal skills with experience dealing with a diverse workforce.
Strong multi tasking ability in conjunction with proven organizational skills. Ability to organize assigned tasks in a high paced environment and concurrently monitor tasks / assignments with others that may impact timely completion. Ability to effectively manage multiple tasks and activities simultaneously
Familiarity with FDA and EU environments and associated compliance regulations
Team Player / Building Relationships
Action and detail oriented
Physical / Mental Demands:
Occasional stooping, bending, stretching, pushing, pulling, reaching and/or lifting up to 25lbs
Ability to sit, stand, walk and move within workspace for extended periods
Ability to perform repetitive tasks including hand to finger manipulations, grasping, pushing and pulling.
Primarily office environment
Ability to work safely and effectively when working alone, or working with others.
Education & Experience:
AA / AS degree or acceptable combination of education and practical experience
Minimum 5 years of Facilities/maintenance/engineering project coordinating / planning experience, preferably in a biotech environment.