Administrative Assistant -ARMD ( AR Medical Department)

Nature and Scope

The Administrative Assistant is responsible for the administrative tasks associated with the team they support. This may include the production of documents, filing, phone coverage, the tracking and processing of invoices and project specific tracking. This position supports (3) Senior Directors – Medical Affairs, Clinical R&D, and Quantative Sciences.

Essential Duties and Responsibilities

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Manages executives’ schedules, travel plans, meetings, conferences, teleconferences and other corporate functions and events

• Assists with creation and refinement of PowerPoint presentations, project plans, manuals, forms and reports.
• Assists with vendor management and meeting preparation.
• Gathers and organizes financial analyses of potential programs and creates presentations for internal and external review. 
• Prepares and submits expense reports for domestic and international travel.
• Maintain and update numerous internal databases and department files.
• Exercises discretion in handling of confidential material and information.
• Ensures department supply needs are met.
• Assists in special projects as assigned
• Assist with invoices processing and payments:
  • Process invoices received from vendors and Project Managers (record invoice on spreadsheet)
  • Acquire approval of invoices for payment from Directors and Project Managers
  • Email approved invoices to Accounts Payable
  • Signatures via Docusign
• Assist with contracts processing with key stakeholders
  • Entries into ePRF system for new PO numbers and updated POs for Medical Affairs, Clinical R&D and Quantative Sciences.
  • Entry of Contract into Zycus
  • Follow the PO and the contracting process till completion
• Schedule Teams meetings
• Respond to email inquiries from vendors, Procurement, Accounts Payable, Finance and in-house personnel
• Assists in special projects as assigned.
• Perform any other tasks/duties as assigned by management.

Education Requirements and Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• High School or GED equivalent, required.  Bachelor’s Degree or Associates Degree a plus.
• Minimum 4 years of related administrative support or similar experience.
• Highly proficient in MS office applications: Word, Excel, Power Point, Outlook and Adobe Acrobat.
• Experience with heavy calendar management.
• Understanding of accounting, processes and procedures is a plus.
• Excellent interpersonal skills are required.
• Must have the ability to handle multiple priorities in a fast-paced environment.
• Professional and efficient demeanor on the phone and strong written communication skills.
• Demonstrated ability to work independently and support others in a team environment.
• Provide administrative training and backup as necessary.
• Experience working in public company and/or with confidential information preferred 
• Strong organization and attention to detail skills.
• Ability to work overtime as needed.

Expected Hourly Range:

$30.00-35.00

The hourly range, is the  minimum and maximum annual hourly range of compensation for the role that the employer in good faith believes to be accurate at the time of the posting of an advertisement for the role.  Actual compensation for the role will be based on a number of different factors including but not limited to the candidate’s qualifications, education, knowledge, skills and experience.

American Regent also offers a competitive total rewards package which includes healthcare, life insurance, profit sharing, paid time off, matching 401k as well as a wide

range of other benefits.

American Regent celebrates diversity and we are committed to creating an inclusive environment for all employees. We are an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, or protected veteran status.

Applicants have rights under Federal Employment Laws.

• FMLA poster: https://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf
• Know Your Rights: Know Your Rights: Workplace discrimination is illegal (eeoc.gov)
• Employee Polygraph Protection Act: https://www.dol.gov/whd/regs/compliance/posters/eppac.pdf

American Regent Inc. endeavors to make https://careers.americanregent.com/ accessible to any and all users.  If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please email hrtalentacquisition@americanregent.com.