Position : Administrative Assistant l [12644]

Location : San Antonio, TX

Duration : 6+ Months Contract

Start Time : 8:00 AM

End Time : 5:00 PM

Total Hours/week : 40.00[Mon-Fri]

Qualifications:

Education and Experience:

• High School or equivalent required, Associate Degree preferred.
• Proven experience at working with all levels of the organization.
• Working knowledge of Microsoft Office required, and strong understanding of ERP Systems (i.e. SAP preferred)
• 5+ years of administration experience supporting senior level managers.
• Experience in office purchasing/procurement preferred.
• Practical, detail oriented, flexible and dedicated team player that is capable of working independently.

Responsibilities:

• Provides administrative support to the Director, Team Leaders, and members of the BioSense Focus Group.
• Exercises good judgment in completing tasks on time.
• Proactively maintains communication, also acts as a liaison among a number of internal groups and services.
• Responsible for managing internal/external correspondence as well as coordinating meetings, teleconferences and travel.
• Prepares expense reports as well as procuring office equipment for new and existing employees.
• Manage calendar for the BioSense Director and Team Leaders
• Manage travel arrangements for the group, both domestically and internationally, including air, hotel, and ground transportation
• Manage and coordinate arrangements for meetings
• Prepare and track orders in SAP and eBuy.
• Assist with the preparation and submittal of the fiscal year budget
• Submit a monthly budget vs. expenditures report to BioSense leadership team with detail
• Serve as the gatekeeper for cost centers as the pertain to salary and procurement card defaults
• Develop and maintain files to include invention disclosures, patents, confidentiality, consulting, and research agreements
• Track expenditures related to consulting and research agreements in order to maintain agreement specifications
• Coordinate visits with external consultants/speakers/candidates.
• Arranging travel, agenda, seminar logistics, along with payment of fee and travel reimbursement
• Provide assistance for graphics, reports, proposals, and other documents as requested
• Order office supplies
• Maintain knowledge of BDX/BDT policies and procedures which directly impact the group.
• proactively communicate those policies, and advise action.