We seek an Administrative Associate to report to and provide direct support to the heads of Bioanalytical Sciences Operations (BAS Ops). In addition, the incumbent will provide direct support to the head of Core Biophysical Characterization and Reagent Facility (CBCRF) and provide general administrative support to members these organizations. The Administrative Associate will partner with two other administrative professionals within BAS Ops to meet departmental administrative needs and also collaborate with the other administrative professionals within Development Sciences to participate in division administrative projects as needed.
Administrative responsibilities to support the head of BAS Ops and CBCRF will include, but not be limited to:
Managing meeting calendar and monitor for conflicts, schedule meetings, set-up video and teleconferences, and catering as needed
Arrange for conference registration, business travel and hotel accommodations, submit business reports as needed, or requested, also supporting associate directors in BAS Ops.
As requested, edit and enhance documents, including those for presentations
General administrative responsibilities will include, but not be limited to:
Manage the hiring process by scheduling candidate interviews, arranging candidate travel, managing all logistics for the interview day, and initiation of onboarding of new hires.
Monitor online project labor reporting to ensure completion, and sending reminders to staff
Assist with managing department documents (electronic and hard copy) such as contracts and memos, including sending out and retrieving off-site storage boxes as needed
Assist with coordinating contract research organization (CRO) visit logistics, including setting up CRO personnel on-site visits, meeting setup, and providing logistic related information to CRO personnel as needed.
Coordinate BAS Ops Memo ID system - assign and log memo ID numbers and archive memos in appropriate locations including Central Records
Send out/receive documents (Fed-Ex)
Submit and track orders for office supplies. Maintain mailroom, including distribution of mail, pick up and deliver expedited interoffice mail, maintain posted material (event fliers, announcements) to ensure it is up to date
In collaboration with the BAS Management Associate as lead, update department organization charts, e-mail distribution lists, and department training files.
Support other administrative duties and associates within the department by providing secondary coverage and work load balance
High school diploma plus 5-6 years, or an equivalent combination of education and work experience in of administrative and business logistic coordination
Strong written and oral communication skills
Proficient in a cross-platform environment (Mac and Microsoft) and proficient knowledge of Microsoft Office, Power-point
Working knowledge of Google e-mail and Google calendar
Well organized, self-starter, attentive to detail and ability to multi-task and prioritize
Interact effectively with a variety of people
Able to handle routine and impromptu assignments with or without supervision
Ability to exercise sound judgment to appropriately handle confidential and sensitive information
Who We Are
A member of the Roche Group, Genentech has been at the forefront of the biotechnology industry
for more than 40 years, using human genetic information to develop novel medicines for serious and
life-threatening diseases. Genentech has multiple therapies on the market for cancer & other serious
illnesses. Please take this opportunity to learn about Genentech where we believe that our employees
are our most important asset & are dedicated to remaining a great place to work.
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