| Administrative Assistant – Research |
GENERAL DESCRIPTION
Provides administrative support, document management and coordinates facility services for laboratory personnel in a team environment. Manages large multipart documents and formats them for submission to regulatory or funding agencies. Participates in team meetings and generates meeting minutes. Maintains a stockroom ensuring an adequate inventory of research lab glassware, materials, laboratory coats and other PPE. Ensures effective operation of all laboratory equipment by organizing maintenance contracts, routine maintenance on equipment, repairs, service calls, and vendor quotes. Liaison between property manager and company (including tenants) for repairs, maintenance, janitorial services, and mechanical service calls. Advanced Microsoft office skills required for a variety of computer applications in word processing, database data entry, spreadsheets, and presentation software. Responsibilities include special projects, input of data into the research databases, and recordkeeping needs. The individual will maintain confidential and sensitive information. Independent judgment is required to plan, prioritize, and organize diversified workload with minimal supervision.
JOB REQUIREMENTS
• Must have advanced skills in Microsoft Office for a variety of computer software applications in word processing, database, data entry, spreadsheets and presentation software for but not limited to formatting documents, recordkeeping, updating of databases, input of data, tracking laboratory expenditures, ordering supplies, file maintenance, maintaining regulatory paperwork, and facility needs.
• Able to interact cooperatively and effectively with all levels of employees in a team environment, and show demonstrated reliability and responsibility.
• Interacts and develops relationships with subordinates, outside customers and functional peer groups at various management levels.
• Must have excellent oral and written communication skills.
• Ability to compile data from scientific reports or systems, prepare summary figures, coordinate scientific/management review and format for management presentations.
• Must be well organized and detail oriented, willing to learn
• Must maintain confidential and sensitive information
• Independent judgment required to plan, prioritize, and organize diversified workload with minimal supervision.
• Responsible and accountable for specific goals as related to company strategic planning, goals, and exhibiting core values.
• Must follow and comply with all company health & safety procedures and practices.
Supervisory Responsibilities:
Ability to organize and/or coordinate activities within the company to complete tasks. No direct supervision of employees is required.
EDUCATION/EXPERIENCE REQUIREMENTS
• Associates Business Degree with scientific/technical exposure or 5+ years administrative experience with scientific/technical exposure
POSITION RELATED DUTIES
• Responsible for technical documents (Regulatory Filings, Methods, SOPs, Reports and meeting minutes)
• Formats documents, circulates for signature, files original and maintains electronic version control for routine use by R&D staff.
• Primary contact for lab personnel to assist them administratively in duties related to routine maintenance on equipment, repairs, service calls, vendor quotes, ordering equipment, supplies, researching new equipment, recordkeeping, etc.
• Ensure adequate supplies are ordered and inventoried for scientific team which include items for the storeroom, PPE, and laboratories
• Primary contact and administration of shipping process consistent with SOPs and protocols to be in compliance with regulations regarding packaging, labeling, arranging pickup, and maintaining shipping database
• Primary contact and liaison between property manager and company (including laboratories and tenants) for repairs, maintenance, mechanical service calls and janitorial service
• Maintain list of equipment with maintenance/service contracts and process paperwork for renewal of contracts
• Responsible for inventory and tagging of all LigoCyte furniture and equipment
• Assist accounting in providing necessary paperwork for POs, receipts, inventory, or other recordkeeping of items from scientific personnel
• Assist administrative staff with special projects, overflow assignments, and phone coverage during lunch and time off by regular staff
May also perform the following duties:
• Lifting and moving supplies and equipment (up to 25 pounds)
• Errands
• Other duties as assigned
|
|
