Department Administrator

Werfen•Bedford, MA

5d•$100,000 - $125,000•Onsite

About The Position

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong. Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality. We’re passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care. Position Summary: Under general direction plan, organize and manage a variety of programs for a large department. Relies on considerable experience and judgment to plan and accomplish goals.

Requirements

At least 10 years of managing and coordinating department level activities, with experience supporting large functional groups.
At least 10 years of executive-level administrative support experience.
Experience managing projects of varying scope and size.
Exhibited ability to initiate problem solving and to engage resources as appropriate to accomplish goals.
Experience managing capital budgets
Strong communication skills and professional demeanor.
Excellent level of business acumen as exhibited in solid decision making capabilities.
Self-assurance and presence to interact with all levels both inside and outside the organization.
Capable of representing the company with vendors and outside consultants and colleges and universities.
Excellent planning and organizational skills.
Integrity and the ability to maintain the highest level of confidentiality.
Advanced computer literacy in pc software including Microsoft Excel, Word and PowerPoint.
Team player with willingness to jump in and assist where needed.

Responsibilities

Manages expansion projects and reconfigurations, including vendor management and overall design and execution.
Purchases capital equipment to include furnishings and lab furniture.
Manages office and cube assignments and cube size relating to expansions and reconfigurations and new hire requirements.
Assigns office space to appropriate job level and structure within department.
Sets and maintains a standard level of appearance for the department as a cohesive, appealing space.
Organizes and manages training programs and initiatives with in-house and outside trainers. including selecting training dates, location, caterer, travel arrangements, and setting up training record in SAP for attendees.
Maintains relationships with outside vendors/consultants as required - including coordinating billing detail, set up and launch of new projects.
As appropriate, organize internship programs with colleges and universities, including meeting set up, scope of project definition, and management of process, engaging resources, and following up.
Manages and track the budget for off-site events, facility expenses, and consultants.
Works with QA/RA Managers and HR to coordinate the on boarding process of new employees into department ensuring that new employees have a seat, all required equipment, necessary training, and other related activities.
Organizes and manage multiple offsite department-wide gatherings (100+ attendees) including site selection, coordination of caterer, A/V equipment, team building events, tracking attendance, and acting as point person for entire event.
Works with QA/RA leaders to set up meetings and recognition events.
Provides direction for issues and questions regarding office procedure and corporate policies.
Utilizes considerable judgment and initiative to determine the appropriate approach and action to take in non-routine situations.
Coordinates complex international travel plans and meetings for executives.
Creates purchase orders to acquire lab equipment, office supplies, temporary help, and manage the invoice approval process.
Responsible for the construction or creation of communication and/or presentation pieces, either through formal direction from management or individual initiative.
Performs standard, advanced and confidential secretarial duties requiring broad experience, skill and knowledge of organization policies and practices.
Supervises part time office assistant when office workload increases.
Other company /corporate activities and projects as needed