Position Summary:

Under general direction this role is responsible for planning organizing and managing a variety of programs within a large department. The position requires strong judgment and extensive experience to effectively coordinate initiatives and achieve department objectives. Additionally this role provides highlevel administrative support to the Vice President of R&D for Instrument Development ensuring seamless operations and efficient of departmental priorities.

Responsibilities

Key Accountabilities Project Management

• Provides administrative support to the Vice President of R&D for Instrument Development.
• Coordinates facility projects and reconfigurations impacting the department including vendor management overall design and .
• Purchases capital equipment to include furnishings and lab furniture.
• 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 inhouse and outside trainers including selecting training dates locations caterers travel arrangements and setting up training records in SAP for attendees.
• Maintains relationships with outside vendors and consultants as required including coordinating billing details setup 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 offsite events facility expenses and consultants.
• Works with R&D Managers and HR to coordinate the on boarding process of new employees into department ensuring that new employees have a workspace all required equipment necessary training and other related activities.
• Organizes and manages multiple offsite departmentwide gatherings 200 attendees) including site selection coordination of caterer Audio Visual equipment team building events tracking attendance and acting as point person for entire event.
• Works with Project Managers and Functional Managers to setup project meetings and recognition events.
• Provides guidance of office procedure and corporate policies.
• Utilizes considerable judgment and initiative to determine appropriate actions to take in nonroutine 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.
• Develops communication and presentation materials based on management direction or individual initiative.
• Performs standard advanced and confidential administration duties requiring broad experience skill and knowledge of organization policies and practices.
• Supervises part time office assistant when office workload increases.
• Coordinates other company and corporate activities and projects as needed.

Budget Managed (if applicable):

• Offsite events facility expenses and consultants

Internal Networking/Key Relationships:

• Works with administrators and coordinators of other departments
• Works with facilities to coordinate projects
• Works with legal and finance teams

Skills & Capabilities:

• Strong communication skills and professional demeanor.
• Excellent level of business acumen and solid decisionmaking capabilities.
• Selfassurance and presence to interact with all levels both inside and outside the organization.
• Capable of professionally 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 confidence.
• Advanced computer literacy in pc software including Microsoft Excel Word and PowerPoint.
• Team player with willingness to jump in and assist where needed.

Minimum Knowledge & Experience Required for the Position:

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

Travel Requirements:No