Administrative Programs Manager - Site Operations

At Roche you can show up as yourself, embraced for the unique qualities you bring. Our culture encourages personal expression, open dialogue, and genuine connections,  where you are valued, accepted and respected for who you are, allowing you to thrive both personally and professionally. This is how we aim to prevent, stop and cure diseases and ensure everyone has access to healthcare today and for generations to come. Join Roche, where every voice matters.

The Position

Provides comprehensive administrative programs support to the Vice President of Site Operations at the Pleasanton and Santa Clara sites, including: scheduling and coordination of meetings, travel and department/site events; oversight of budget, vendor and office supply management; preparation and analysis of reports, presentations and data. Leads the execution of multiple complex projects and programs, including New Hire Orientation, Interns and Campus Culture. Acts as a liaison between the Site Operations organization  and internal/external stakeholders, ensuring smooth communication and efficient operations.  Organizes activities ensuring completion on schedule and within scope and budget constraints. This position requires a high level of professionalism, discretion and ability to handle sensitive information with confidentiality.  Assignments may be found in various functional areas

Responsibilities

• Schedules meetings, appointments, and travel itineraries and coordinates related arrangements. Manages various calendar events and is responsible for developing and distributing pre and post meeting content.
• Organizes, manages and supports large on-site and off-site events and activities from initiation to delivery, including socials, celebrations and fairs. May represent Roche in our local community through philanthropic or volunteer activities.
• Leads and executes key projects and programs on behalf of Site Operations, including: New Hire Orientation, Interns, Innovation Showcase, Ambassador and Campus Culture
• Responsible for budget oversight, tracking and reporting and processing contracts and any other related agreements to support business activities.
• Coordinate internal resources and third parties/vendors for the flawless execution of projects.
• Aids in staffing and recruitment.
• Streamlines and designs procedures to facilitate the overall organization of the department. Duties are varied and complex often involving research, project management, analysis and solution development. 
• Prepares and analyzes complex reports and presentations, drawing data from a variety of sources.
• Collaborates and partners with a variety of stakeholders, including Site Operations, other business functions,  Global events, Communications  and the local admin community to successfully administer programs and projects.
• Adept in Google Suite tools and proficient use or ability to quickly learn current and emerging technology platforms Designs, builds and manages internal department’s digital files.
• Streamlines and reduces unnecessary administrative or operational burdens from managers and other team members.
• Represents the department in a highly polished and professional manner.
• Serves as the departmental “go-to” person for general operational or administrative inquiries, requiring broad knowledge of processes, systems, practices, tools, etc.
• Actively participates in internal company meetings. Finds ways to apply new methods of working, improvements in work processes and supports an exchange of ideas among colleagues.
• Stays abreast with emerging knowledge and trends in administrative practices and collaborates with colleagues beyond own department.
• Provides back-up support to other teams as necessary, demonstrating flexibility, adaptability and positive demeanor in the face of change. Participate in administrative project initiatives within or outside the department/functional area.
• Independently works on assignments requiring considerable judgment and initiative while maintaining confidentiality.
• Requires the regular use of originality and ingenuity. Proactively identifies and executes recommendations and solutions.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the responsibilities

Education

Bachelor’s Degree or equivalent work experience in a closely related business area.

Knowledge, Skills and Abilities

• Must have working knowledge of gMail and other Google software (gShe