Administrative Coordinator

Rochester, Michigan


Description

 

The Administrative Coordinator performs a variety of activities in support of functional areas and/or SVP / VP. Gathers, collects, records, tracks and verifies data and information from multiple sources. Compiles, reviews and analyzes data. Uses software for functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations. May design processes to enhance work flow. Provides data and information to others on functional unit processes and procedures.

 

All incumbents are responsible for following applicable Division & Company policies and procedures.

Scope of Authority - span of control (work unit, site, department, division, etc.), monetary value of budget/spend authority ( capital, operating, etc.), P&L responsibility, etc.

Provides functional administrative support to the SVP / VP and/or function

 

Key Accountabilities - key outcomes/deliverables, the major responsibilities, and % of time

Accountability

Responsibilities

% of Time

Functional

Administrative Support

§  Support department and/or management: manage files and correspondence; ensure the accuracy and availability of records, manage work content and work schedule based on priorities

§  Provide administrative assistance to assigned staff and the department: screen and process calls and inquiries; plan and coordinate meetings and travel; develop correspondence and presentations

§  Manage departmental records: gathering information, tracking documents, creating and maintaining traditional and electronic records and files

60%

Data Compilation

§  Manage and present data: verify data from multiple sources; compile, review and analyze data; provide metrics; compile and generate reports, statistics, timelines, tables, graphs

§  Design and implement work flow processes and procedures

20%

Customer Requests

§  Respond to customer information requests: work with other Endo staff to communicate customer service issues, trouble-shoot problems

20%

Other

§  Provide back-up support for the other Administrative staff in the department

§  Perform other duties as assigned or directed by supervisor

Continuous

Total

100%

 

 

 

 

 

 

 

Qualifications

Education & Experience

Minimal acceptable level of education, work experience and certifications required for the job

§  High School or GED; 6+ years of experience;

§  Screening and processing calls and inquiries; planning and coordinating meetings and travel; developing correspondence and presentations

§  Relevant functional systems experience, e.g. HRIS, purchasing, expense reimbursement, etc.

§  Strong, professional interpersonal skills including ability to communicate effectively with people individually and groups; experience establishing and maintaining effective relationships with business leaders and external partners; ability to interact with candidates and manage stressful situations


Knowledge

Proficiency in a body of information required for the job

e.g. knowledge of FDA regulations, GMP/GLP/GCP, Lean Manufacturing, Six-Sigma, etc.

§  High proficiency with MS Office Suite & functional systems

§  High level of knowledge regarding local policy, programs, processes and systems

§  Extensive knowledge of job; go-to person for wide array of situations

Skills

&

Abilities

Often referred to as “competencies”, leadership attributes, skills, abilities or behaviors that may be enterprise, functional or job specific     e.g. coaching, negotiation, calibration, technical writing etc.

§  Minimal supervision needed; can run with new assignments; can work without procedures

§  Ability to participate on teams with shared responsibility for outcomes and decision-making

§  Ability to solve problems; exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions; use professional concepts and company policies and procedures to solve a wide range of difficult problems in imaginative and practical ways

§  Ability to work in entrepreneurial dynamic environment; hands-on, shift altitudes easily, multi-task

Physical Requirements

Physical & mental requirements     e.g. lift 40 pounds, walk across plant/warehouse, business travel (% of time), driving as part of work responsibilities, etc.

§  General office environment