Department Administrator

Introduction

Werfen

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality. We’re passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care.

Overview

Position Summary:

Under general direction plan, organize and manage a variety of programs for a large department. Relies on considerable experience and judgment to plan and accomplish goals.

Responsibilities

Key Accountabilities:

• Manages expansion projects and reconfigurations, including vendor management and overall design and execution.
• Purchases capital equipment to include furnishings and lab furniture.Manages office and cube assignments and cube size relating to expansions and reconfigurations and new hire requirements.
• Assigns office space to appropriate job level and structure within department. Sets and maintains a standard level of appearance for the department as a cohesive, appealing space.
• Organizes and manages training programs and initiatives with in-house and outside trainers. including selecting training dates, location, caterer, travel arrangements, and setting up training record in SAP for attendees.
• Maintains relationships with outside vendors/consultants as required - including coordinating billing detail, set up and launch of new projects.
• As appropriate, organize internship programs with colleges and universities, including meeting set up, scope of project definition, and management of process, engaging resources, and following up.

Administrative Management -

• Manages and track the budget for off-site events, facility expenses, and consultants.
• Works with QA/RA Managers and HR to coordinate the on boarding process of new employees into department ensuring that new employees have a seat, all required equipment, necessary training, and other related activities.
• Organizes and manage multiple offsite department-wide gatherings (100+ attendees) including site selection, coordination of caterer, A/V equipment, team building events, tracking attendance, and acting as point person for entire event.
• Works with QA/RA leaders to set up meetings and recognition events.
• Provides direction for issues and questions regarding office procedure and corporate policies.
• Utilizes considerable judgment and initiative to determine the appropriate approach and action to take in non-routine situations.
• Coordinates complex international travel plans and meetings for executives.
• Creates purchase orders to acquire lab equipment, office supplies, temporary help, and manage the invoice approval process.
• Responsible for the construction or creation of communication and/or presentation pieces, either through formal direction from management or individual initiative.
• Performs standard, advanced and confidential secretarial duties requiring broad experience, skill and knowledge of organization policies and practices. 
• Supervises part time office assistant when office workload increases.
• Other company /corporate activities and projects as needed

Budget Managed (if applicable):

• Off-site events, facility expenses, and consultants

Internal Networking/Key Relationships:

• To be determined based on department needs

Skills & Capabilities:

• Strong communication skills and professional demeanor.
• Excellent level of business acumen as exhibited in solid decision making capabilities.
• Self-assurance and presence to interact with all levels both inside and outside the organization.
• Capable of representing the company with vendors and outside consultants and colleges and universities.
• Excellent planning and organizational skills.
• Integrity and the ability to maintain the highest level of confidentiality.
• Advanced computer literacy in pc software including Microsoft Excel, Word and PowerPoint.
• Team player with willingness to jump in and assist where needed.

Qualifications

Minimum Knowledge & Experience Required for the Position:

• At least 10 years of managing and coordinating department level activities, with experience supporting large functional groups.
• At least 10 years of executive-level administrative support experience.
• Experience managing projects of varying scope and size.
• Exhibited ability to initiate problem solving and to engage resources as appropriate to accomplish goals.
• Experience managing capital budgets

International Mobility: Required: No

Travel Requirements: No

The annual base salary range for this role is currently $100K to $125K range. Individual employee compensation will ultimately depend on factors including education, relevant experience, skillset, knowledge, and particular business needs.

This role is eligible for medical, dental, and vision insurance, 401k plan retirement benefits with an employer match, as well as paid vacation and sick leave. Our sales roles are eligible for participation in a commission plan and our management, and select professional roles, are eligible for a performance-based bonus.

Closing

If you are interested in constantly learning and being challenged on a daily basis we encourage you to submit your resume or CV. 

Werfen is an Equal Opportunity employer and is committed to a diverse workplace. Werfen strictly prohibits unlawful discrimination, harassment or retaliation based upon an individual’s race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other protected characteristic as defined by applicable state or federal law. If you have a disability and need an accommodation in relation to the online application process, please contact View email address on click.appcast.io for assistance.

We operate directly in over 30 countries, and in more than 100 territories through distributors. Annual revenue is approximately $2 billion and more than 7,000 employees around the world comprise our Werfen team.