Administrative Associate I

Role Summary

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. This is a hybrid position with 1 day from home with an option for additional days. Location: RTP NC Headquarters, North America.

Responsibilities

• 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.
• Organize and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.
• Assist in preparing moderately to extremely complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data.
• 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.

Skills

• 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.
• 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 stretch assignments; serves as a go-to resource.
• Displays proficiency in MS Office Suite at an advanced level and acts as a 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.
• Collaboration within the department as well as with other departments.

Education

• AS Degree and 5 years of relative experience showing increasing administrative responsibility, or BS Degree and 2 years of relative experience showing increasing administrative responsibility.
• Working towards Administrative Professional certification or an equivalent combination of relevant education and/or experience.