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Administrative Assistant II

2 months ago

Lakewood, United States Terumo BCT Full time

JOB SUMMARY

Under minimal supervision, supports a particular function by performing a wide range of administrative support activities.

Develops solutions that may affect closely related functional areas.

ESSENTIAL DUTIES

  • Performs moderately complex administrative duties where judgment and analysis are required in resolving problems and making recommendations.
  • Administrative expertise that are particular to position or department that are routine and non-routine in nature.
  • Establishes, implements, and maintains procedures and systems for processing work, cyclical tasks and projects, communicating schedules, keeping records, board meetings, special council meetings, agendas, etc.
  • Coordinates travel, workshops and meetings, and reviews meeting expenses for payment.
  • Performs orders, maintains office supplies, and arranges for equipment maintenance.
  • Composes correspondence, establishes formats, and edits work for content.
  • Establishes, revises, and maintains office systems that require knowledge of department operations, discretion in determining the proper place for filing documents, and to have an effective retrieval system.
  • Performs searches as requested, or in conjunction with other assigned duties, and maintains appropriate controls over materials taken out of the filing system.
  • Identifies process improvements where necessary and assists in planning and implementing new procedures and programs.
  • Develops or participates in preparation and completion of special projects, particularly presentations.
  • Duties may include documenting standard operating procedures, preparing reports, compiling data for analysis, coordinating activities, investigating and resolving problems, and handling special projects.
  • Operates routine and non-routine office related equipment.
  • Operates a personal computer using word processing, spreadsheets, databases, presentation applications and virtual meeting and collaboration tools.
  • Coordinates activities between departments and outside parties.
  • Contacts company personnel at all organizational levels to gather information and prepare reports.

OTHER DUTIES AND RESPONSIBILITIES

  • Performs general reception duties on occasion by receiving incoming calls and visitors to the department or area.
  • May develop or participate in preparation and completion of special projects.

MINIMUM QUALIFICATION REQUIREMENTS

Education

  • High school diploma or GED.

Experience

Minimum 3 years experience.

Skills

  • Knowledge and use of relevant PC software applications and skills to use them effectively.
  • Demonstrated ability to communicate effectively both verbally and in writing.
  • Requires good knowledge of math principles, English, and spelling.
  • Demonstrates effective interpersonal skills and behaviors conducive to a service/team-oriented environment.
  • Demonstrates ability to maintain confidentiality. (e.g., diplomacy, tact, flexibility, positive approach).
  • Ability to plan and meet deadlines, prioritizes, and handles several projects simultaneously.
  • Planning skills to be self-directing and to work with a minimum of supervision.
  • Demonstrated effective problem solving capability with creativity in providing solutions to new issues to exploring alternatives.
  • Knowledge and ability to organize meetings, travel schedules, and other arrangements.
  • Ability to work effectively in an environment that includes constant interruptions.
  • Ability to handle high volume, potentially confidential and complex administrative work.
  • Good working knowledge of company policies and procedures.
  • Possesses all basic and some advanced skills and knowledge.
  • Has a thorough understanding of the total process flow.
  • Considers the impact on the customer when making decisions.
  • Demonstrates strong ability to use virtual meeting and collaboration tools.

-Or-

An equivalent competency level acquired through a variation of these qualifications may be considered.

PHYSICAL REQUIREMENTS

Typical Office Environment requirements include: reading, speaking, hearing, close vision, walking, bending, sitting, and occasional lifting up to 20 pounds.

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Additional Physical Requirements

Ability to handle repetitive motion work such as keyboard, sorting, and filing.