Administrative Associate II

Administrative Associate

Location: NC-Clayton, US Contract Type: Regular Full-Time Area: Administration

Would you like to join an international team working to improve the future of healthcare? Do you want to enhance the lives of millions of people? Grifols is a global healthcare company that since 1909 has been working to improve the health and well-being of people around the world. We are leaders in plasma-derived medicines and transfusion medicine and develop, produce and market innovative medicines, solutions and services in more than 110 countries and regions.

Location: Clayton NC Role Overview

Perform responsible administrative duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency of organizational operations.

Primary Responsibilities for Role

Perform responsible administrative duties of a complex and confidential nature in support of major departmental or divisional activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency of organizational operations.

Summary

Assist in preparing moderately to extremely complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data. Perform advanced, diversified and confidential administrative duties by independently coordinating meetings, preparing agendas; completing a variety of non-routine tasks; coordinating department schedules, recording meeting minutes, arranging for management travel and time management; serve as primary liaison for executive and other senior management. Support the daily operations of department, division or other organization unit assigned by assisting in meeting administrative goals and priorities for both short and long-term projects and monitoring day to day operations for efficiency and productivity. Develop organizational unit calendar to define milestones and develop action plans to deliver milestones in a cohesive, thoroughly vetted manner which is met with great acceptance and understanding Develop and distribute all department correspondence and information. Screen and route mail and documents; determine which to respond to, which to redirect or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities. Coordinate all personnel records for the department including time tracking. Monitor payroll reports to assure accuracy and that all employees are being paid accurately. Coordinate and facilitate org. unit performance management and development per the company's schedule. Maintain departmental files. Process a considerable amount of confidential and sensitive information in support of administrative activities. Advise or direct secretarial, clerical or other personnel in the department or division; make work assignments and review work for accuracy and completeness. Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor. Assist in the preparation and management of diversified departmental or divisional budgets making suggestions and projections based on knowledge of departmental operations. Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; type letters, reports and records ensuring grammatical accuracy, conformance with general policy and factual correctness. Monitor contracts with outside vendors/consultants, analyze data trends and advise executive of significant variances and discrepancies.

Knowledge, Skills and Abilities

Works on assignments that are complex in nature in which considerable judgement and initiative are required in resolving problems and making recommendations. Capable of operating at the TMC and Board levels when asked to. Work requires a specialized administrative support experience, arithmetic skills, the ability to use automated office equipment, read difficult instructions and maintain written records. Also need broad knowledge of administration and accounting principles and practices normally acquired through two to four years of post-secondary education in secretarial science or a related business field. Ability to score at least to the 90% proficiency level on advanced office applications and procedures using the various assessment tools at Grifols. Excellent customer service skills. Demonstrated ability to build rapport with internal and external customers; ability to prioritize workload. Accuracy of work; Sense of Urgency for time sensitive projects. Ability to seek guidance when answer is not clear; Receptive to feedback from others. Teamwork, Attendance, Professionalism, Excellent Phone Demeanor Required. Takes on other assignments willingly; Takes on stretch projects. Displays proficiency in MS Office Suite at an advanced level and excels/subject matter expert in at least one software app. or area. Computer skills with test scores at least 90% on advanced level in MS Office. Takes on other assignments willingly; Takes on stretch projects. Makes best use of time; offers to assist others in department during down time. Seeks to increase skills. Asks for stretch assignments. Others see as a "go to resource". Collaboration within department as well as within other departments.

Education

Associate's Degree with 5 years of relevant experience demonstrating increasing administrative responsibility, or Bachelor's Degree with 2 years of experience Working toward an Administrative Professional certification is preferred. An equivalent combination of relevant education and/or experience may be accepted.

Occupational Demands

Work is performed in an office environment with exposure to electrical office equipment. Frequently sits for 6-8 hours per day. Frequent hand movement of both hands with the ability to make fast, simple, movements of the fingers, hands, and wrists. Occasionally walks. Occasionally bends and twists neck and waist. Light to moderate lifting and carrying objects with a maximum lift of 25lbs. Drives: varies may or may be required to frequently drives to site locations with occasional travel within the United States. Able to communicate information and ideas so others will understand; with the ability to listen to and understand information and ideas presented through spoken and written words and sentences. Frequently performs tasks by following a set of written or oral instructions/procedures.