Coordinator, Administrative

Position Purpose:  Provide an overview of the position's responsibilities by providing a summary of the most important aspects and duties of the position.

The Administrator Coordinator provides on-site administrative support to the M2U Senior Director, ensuring smooth and efficient operations.  This role requires high professionalism, discretion, and the ability to handle multiple tasks simultaneously.  Multiple demands are typical and require high flexibility, good judgment, and organizational and technical skills.  The Administrator Coordinator should have an exceptional ability to anticipate the needs of the Sr. Director, M2U, with the ability to make logical, analytical decisions. The Administrator Coordinator will act as a key liaison between the Senior Director and internal/external stakeholders, contributing to the organization's overall success by enabling the Senior Director to focus on strategic initiatives and leadership responsibilities.

Reporting Relationships:

List other positions in the company that are reporting into this position or that this position reports into.

• Role that this position reports to:  Sr. Director, M2U

Main Responsibilities and Accountabilities: List the roles and responsibilities of the position

1. Work closely with the senior director, M2U. Duties vary according to departmental needs, including preparing communications, maintaining data, preparing documents and presentations, drafting memos, tracking departmental metrics, and managing day-to-day operations. They also include proactively managing calendars, prioritizing the most sensitive matters, scheduling meetings, organizing events, and coordinating meeting logistics, including room setup and catering.

2. Takes the initiative and independently manages special/administrative projects.  Develop strategies to increase employee engagement and create a positive work environment.   Attends staff meetings, prepares meeting agendas, and takes meeting minutes. Updates eBoards, the monthly newsletter, and the monthly Business Review. Maintains email distribution lists. Provides a positive presence and excellent support with communications and in-person meetings.

3. Prioritizes and executes tasks with minimal direction or supervision. Handles sensitive and confidential information with the utmost discretion and always maintains confidentiality. Plans and organizes work to ensure the Senior Directors' priorities are met, organizational goals are achieved, and best practices are upheld. 

4. Arranges domestic and international travel arrangements, including flights, hotel accommodations, and transportation.

5. Ensures efficient processing of operational expenses. Monitors and manages expenses to align with budgetary constraints and company policies. Performs minor accounting duties. Completes check requests as applicable. Enters purchase requisitions into Ariba, tracks and receives orders, and processes invoices for payment. Reviews open purchase orders. Reconciles monthly company credit card statements.

6. Maintain the facility's Expense A.R.’s.  Review, assign, route, and track Expense A.R.'s for processing.  Expense ARs are done for repair work in existing buildings or to repair existing equipment.  All EARs are submitted to the M2U Administrative Assistant.  The AA verifies the bidding process, single-source memos, and other documents.  Documents are compiled and sent through DocuSign to obtain electronic signatures, sent to finance for final processing, and set up in SAP.

7. Interacts with staff and senior-level managers, executives, external partners, and consultants. Works closely with other administrative staff and supports other colleagues as needed.

8. Ability to work independently and proficiently. Anticipates pressing priorities and successfully responds to unforeseen hurdles with urgency and practical business judgment. Ensures that deadlines are met and adapts to changing priorities.

9. Provide a positive and equitable working environment emphasizing the CSL Values of Customer Focus, Innovation, Integrity, Collaboration, and Superior Performance. Complies with CSL Behring’s Safety Program requirements, including Health and Safety mandates and OSHA requirements.

10. Completes any other duties/responsibilities assigned by the senior director.

Position Qualifications and Experience Requirements:  Provide hiring requirements for the specified position, including educational, experiential, and competency requirements necessary for the position.

Education

• Bachelor’s degree or equivalent

• Certified Administrative