Senior Adminstrative Associate, Program Development, Nonclinical Drug Safety

Job Description

Position Description:

Senior Administrative Associate, Program Development, Nonclinical Drug Safety

Nonclinical Drug Safety is seeking a Senior Administrative Associate to support several Executive Directors, Distinguished Scientists, and/or Associate Vice Presidents.  This position will be based in West Point, PA.

Essential function(s) include, but are not limited to:

Under limited supervision, performs intermediate administrative/clerical tasks in a specific division/area.  Researches data, constructs data format and uses computer to develop reports, tables, graphs and correspondence.  Applies knowledge of standard operating procedures and practices of the division/area to daily work assignments. Supports scheduling of meetings and other departmental activities.

Primary activities include, but are not limited to:

• General secretarial/clerical duties constitute majority of the job responsibilities.

• Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments.  Work priorities and activities are reviewed with supervisor as necessary.

• Produces various work assignments requiring analytic ability, independent judgement, and problem solving skills.  Utilizes independent research and identifies resources in the preparation of analyses, reports and/or presentations.

• Communication skills must be at a level to effectively interact with internal/external clients to maintain workflow.

• May be called upon to coordinate special projects within the division/area.

• May provide functional guidance to a workgroup consisting of non-exempt employees.

• Acts as a technical resource to others in own discipline.

• Anticipates and prioritizes work to be done and applies knowledge/skills to a range of activities.

• Understands client and/or customer needs and identifies solution to non-standard requests by interpreting existing procedures, processes and practices.

• Solves moderately complex problems and applies judgment in navigating administrative issues and developing solutions.

Skills

• Teamwork & Collaboration:  Is able to work in partnership with others to accomplish goals; is developing leadership skills.

• Problem Solving & Innovation:  Solves basic problems with appropriate and efficient solutions; gathers data and with guidance responds to new, complex, or problematic administrative situations to improve processes.

• Project Management:  Receives guidance to organize work efforts and prioritization of tasks; ability to utilize resources optimally and deliver work products within established and appropriate deadlines.

• Follows advice to identify opportunities that add value to the work and to the business.

• Communication Skills:  Demonstrates effective oral and written communication skills commensurate with need to collaborate within functional group(s).

• Data Analysis & Communication:  Possesses basic skills to help organize information in an objective, thoughtful and efficient manner and with guidance from manager

• Extensive scheduling and calendar/meeting management support for executives; including understanding priorities of executives and balancing calendar accordingly, as well as looking proactively through calendars and identifying and communicating conflicts.

• Coordinating and scheduling complex travel

• Assisting with interview scheduling and onboarding of new hires or visitors from other sites.

• Coordinating meetings and events, from both planning and scheduling perspectives, with multi time zone management.

• Occasionally coordinating and/or assisting with special projects requiring advanced independent judgement, creativity and problem-solving skills.

Position Qualifications:

Education Minimum Requirement:

• High School Diploma.

Required Experience and Skills:

• Minimum of 5-8 years of Administrative Assistant experience.

• Executive Administrative experience (Sr. Director, Executive Director or above).

• Advanced computer skills using MS Office Suite (Outlook, Word, Excel, Power Point, etc.) and operation of other peripheral devices.

• SAP experience processing:  Expense Reports; Purchase Orders and Payment Requests

• Experience scheduling complex travel arrangements.

• Advanced secretarial/clerical abilities with a