Associate I, Administrative Services HPV – USVID BU

Job description

Job Description The greatest inventions would not be brought to market without the right project management and administrative support. Woven into every part of the organization, our administrative teams are the backbone of our company's making sure our concepts become reality. The Associate I is accountable for providing comprehensive administrative support and office management for some of the Directors and Associate Directors in our US Vaccines & Infectious Diseases Business Unit. They are responsible for exercising professional judgment, with a strong focus on the awareness of the confidential nature of information; managing calendars by arranging meetings and logistics, including domestic and international travel support; managing expenses in a timely manner, and generating correspondence. Being a self-starter who can proactively manage priorities and independently resolve scheduling conflicts is a key dimension of the position. To execute these tasks, they must partner with many internal and external stakeholders, including the ability to integrate effectively and quickly with the other members of the support staff. The ability to collaborate and adjust to constant/changing situations and the ability to manage is essential. Demonstrated experience in the logistical planning and execution of meetings, including verbal and written communication, and proactive management of meetings are critical to this role. Specific Responsibilities: • General Secretarial/Clerical duties constitute approximately 50% of job responsibilities. • Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments. • Works in teams or independently as needed and as relevant to complete work assignments and various tasks. • Assists team with designated tasks on a prioritized basis and problem solves when appropriate. • Encourages self-sufficiency and trains team members as appropriate. • Calendar scheduling/planning of complex meetings; coordinating and scheduling complex multi-leg and international travel arrangements. Looking proactively through calendars and identifying and communicating conflicts – ahead of each week. • Completing complex/international travel expense reports in a timely fashion. • Communication Skills must be at a level to effectively interact with our company executives and internal/external clients to maintain workflow. • Respects the importance of maintaining confidentiality and appreciation of professionalism. • Assists with interview scheduling and on-boarding of new hires. • Occasionally produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity, and problem-solving skills. • Occasionally develop reports, presentations, tables, graphs, correspondence and conduct light research using appropriate software. • Occasionally coordinates special projects. Education Minimum Requirement: • Required: High School Diploma or equivalent Required Experience and Skills: • Minimum of (2) years Administrative Assistant Experience • Advance computer skills using MS Outlook, MS Teams, WORD, EXCEL, Power Point, and operations of other company internal systems • Demonstrated experience scheduling coordinating complex, multi-leg domestic and international travel • SAP-CONCUR-ARIBA experience processing Expense Reports, Purchase Orders, Payment Request, Vendor Add Forms, as well as report within these systems • Ability to handle and prioritize many simultaneous assignments • Event Planning/Coordination Experience • Extraordinary attention to detail • Outstanding communication, collaboration and people skills • Budget/Finance Management experience • Project management experience preferred #MSJR The salary range for this role is: $47,600 - $75,100 This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to relevant education, qualifications, certifications, experience, skills, geographic location, government requirements, and business or organizational needs. The successful candidate will be eligible for annual bonus and long-term incentive, if applicable. We offer a comprehensive package of benefits. Available benefits include medical, dental, vision healthcare and other insurance benefits (for employee and family), retirement benefits, including 401(k), paid holidays, vacation, and compassionate and sick days. Required Skills: Ability to Coordinate, Ability to Coordinate, Analytical Problem Solving, Budget Administration, Calendar Management, Clinical Research, Competency Management, Data Analytics, Database Management, Data Entry, Data Visualization, Document Management, Expense Tracking, Health Economics, Meeting Facilitation, Meeting Management, Microsoft PowerPoint, Multitasking, Office Administration, Office Applications, Office Management, Process Improvements, Project Management, Project Management Tools, Reporting and Analysis {+ 10 more} Preferred Skills: Current Employees apply HERE Current Contingent Workers apply HERE US and Puerto Rico Residents Only: Our company is committed to inclusion, ensuring that candidates can engage in a hiring process that exhibits their true capabilities. Please click here if you need an accommodation during the application or hiring process. As an Equal Employment Opportunity Employer, we provide equal opportunities to all employees and applicants for employment and prohibit discrimination on the basis of race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or other applicable legally protected characteristics. As a federal contractor, we comply with all affirmative action requirements for protected veterans and individuals with disabilities. For more information about p