Administrative Assistant

Location: Louisville, Colorado
Posted On: 4/7/2017
Job Code: AA_CO_3255
Job Description
Client: Lead Medical Device Manufacturing Company
Job Title: Administrative Assistant III
Location: Louisville CO 80027
Duration: 06 months (Possibilities of Extension)

This position has the responsibility and authority to provide day-to-day administrative support for the Technology, Strategy, Business Development and Research leadership and team and ongoing project administration support for the Research Review Board. Roughly 50% of job duties will focus on general administrative functions and the remaining 50% of job duties will focus on Research Review Board specific support and/or needs.

Position responsibilities:
• Provide assistance and support to direct manager and manager’s department.
• Perform standard office duties, including typing, filing, file maintenance answering phones, Internet/Intranet research, setting up and maintaining files, ordering supplies and equipment, photocopying documents and handling incoming and outgoing mail.
• Type and proofread correspondence, reports, presentations and forms; corrects grammar and formatting errors; drafts brief correspondence of a routine nature. Compose correspondence for own and manager’s signature.
• Coordinate and maintain effective office procedures and efficient work flow: obtaining authorization signatures, shepherd forms and documents for signature on timely basis, and oversee departmental processes to ensure effectiveness. Reinforce and educate team members with regard to policies and procedures as set by management (i.e. office supplies, tools, processes, signatures).
• Utilize problem solving techniques, tact and discretion when handling day to day responsibilities and managing other requests for information. Expected to maintain good relationships with peers and across other teams.
• Coordinate departmental activities and meetings, (e.g., schedules, coordinates and tracks travel itineraries and calendars, as well as schedule meetings, coordinate catering, conference rooms, hotel accommodations for out of town guests and follow-up with all parties to confirm attendance). Prepare and coordinate manager’s travel requirements and completes timely reimbursement of expenses upon commencement of travel.
• Take action as authorized during manager’s absence and use initiative and judgment to see that matters requiring attention are handled in a manner to minimize effect of manager’s absence.
• Maintain business operating systems as required.
• Involvement in budget tracking process as requested.
• Conduct special projects as directed. Provide project support to a functional group or business process.
• Interact with peers, upper management, and effectively represent organization to vendors, clients and customers to support departmental activities.
• Maintain total confidentiality in all matters of correspondence, telephone messages, and professional conversations.

Project Administrative Support
• Schedule research-related meetings.
• Prepare Research Review Board meeting agendas.
• Create Research Review Board meeting minutes.
• Prepare legal agreement request documentation (research, consulting, and honoraria).
• Route legal agreement request forms for signature.
• Add agreements requests to eCATS (a legal tracking database) and send to legal for drafting.
• Manage and track status of legal agreements.
• Request and manage milestone payments and invoices.
• Assist in study documentation activities (e.g. document preparation, distribution, receipt and review, audit and archive).
• Enter loan equipment for all US research projects into Sunshine tracking system quarterly
• Help to maintain projects in the Research Review Board database.
• Assist in preparation of quarterly and annual External Research Project (ERP) portfolio reports.
• Work with ERP Program Manager to help streamline and formalize processes.
• All activities must be performed in compliance with the Quality System.
• Performs duties in compliance with environmental, health and safety related site rules, policies or governmental regulations.
• All other duties as assigned.
Category:Non-IT  code:new
Job Requirements
Research, Compliance, Direct3D, Business Development, Focus, er, MS Excel, ERP, Management, MS Outlook

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Contact Details
Vishnu Krishnan