Documentation Administrator

2 months ago

Clayton, North Carolina, United States GRIFOLS, S.A. Full time


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.



Summary:

Perform administrative duties of a complex and confidential nature in support of departmental or divisional activities to relieve department of clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.

Primary responsibilities:

  • Works on assignments that are moderately complex in nature and in which judgment is required in resolving problems and making routine recommendations. Considerable use of word processing, spreadsheet and presentation preparation applications is required. Normally receive no instruction on routine work, and general instruction on new assignments.
  • Work to support major projects. Attends meeting and publishes meeting minutes. Helps to generate and track project data and construction turn over documentation.
  • 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; compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data; 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.
  • Maintain, review and reconcile departmental or divisional budgetary records, prepare budgetary projections and recommendations based on instructions and established procedure.
  • Process a considerable amount of confidential and sensitive information in support of administrative activities
  • Prepare letters and statements a portion or all of which may be composed or compiled on the basis of personal knowledge of subject matter; prepare inter-departmental memoranda explaining new or revised policies and procedures as necessary.
  • Arrange and schedule departmental meetings for engineering; set up phone interviews; answer questions concerning departmental or divisional activities; transmit instructions and/or information to and from staff members; serve as liaison with internal and external agencies; make proper referrals as necessary; prepare materials and make arrangements for conferences and travel; prepare necessary documents for supervisor's use in meetings; may attend meetings to take minutes or provide information as requested.
  • Track birthdays, recognition and organize monthly and yearly events as required
  • Work assisting the Project Specialist in entering purchase requests, CATS trackers and other departmental requests.
  • Background working with SAP or in an engineering or construction environment is desired

Knowledge, Skills and Abilities:

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field. Work generally requires two years of related secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities. Excellent customer service skills. Ability to build rapport with internal and external customers. Ability to prioritize workload. Sense of Urgency for time sensitive projects. Ability to seek guidance when answer is not clear. Receptive to feedback from others. Teamwork, Attendance, Professionalism, and Excellent Phone demeanor. Takes on other assignments willingly. Accuracy of work. Displays proficiency in Microsoft Office Suite and other office applications and office procedures knowledge at an intermediate to advanced level with demonstrated testing proficiency at 90% on intermediate level. Makes best use of time. Offers to assist others in department during down time. Seeks to increase skills. Asks for stretch assignments. Seeks to know the business as to how department work affects the bottom line and interacts within other departments. Takes on site /company projects as project lead and leads team to project completion. (i.e. company picnic, United Way, Angel Tree, Patient Day, Family Picnic, Turkey Handout, etc.)

Required Education and Experience:

  • High School Diploma and 5 years of experience
  • Associates Degree and 3 years of experience
  • Bachelor's Degree and 0 years of experience

Equivalency:

Depending on the area of assignment, directly related experience or a combination of directly related education and experience and/or competencies may be considered in place of the stated requirements. Example: If a job level requires a Bachelor's degree plus 4 years of experience, an equivalency could include 8 years of experience, an Associate's degree with 6 years of experience, or a Master's degree with 2 years of experience.

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.

Third Party Agency and Recruiter Notice:

Agencies that present a candidate to Grifols must have an active, nonexpired, Grifols Agency Master Services Agreement with the Grifols Talent Acquisition Department. Additionally, agencies may only submit candidates to positions that they have been engaged to work on by a Grifols Recruiter. All resumes must be sent to a Grifols Recruiter under these terms or they will be considered a Grifols candidate.

Grifols provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other characteristic or status protected by law. We will consider for employment all qualified Applicants in a manner consistent with the requirements of applicable state and local laws.

Location: NORTH AMERICA : USA : NC-Clayton:USNC0002 - Clayton

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