Administrative Assistant

At Abbott, we're committed to helping people live their best possible life through the power of health. For more than 125 years, we've brought new products and technologies to the world -- in nutrition, diagnostics, medical devices and branded generic pharmaceuticals -- that create more possibilities for more people at all stages of life. Today, 99,000 of us are working to help people live not just longer, but better, in the more than 150 countries we serve.
Working under general supervision, the Administrative Assistant organizes, plans and performs a variety of secretarial, clerical, and administrative support duties, such as (but not limited to): receiving/screening/directing phone calls/faxes/e-mails; making travel arrangements; scheduling appointments, arranging meetings; preparing correspondence/reports/documents/presentations; collecting/distributing data; and maintaining paper/electronics filing systems. Takes initiative to ensure work is done accurately and completely. Applies existing work methods to different known situations. Problems involve recurring routine situations; usually refers more complex problems to supervisor or more senior level personnel. This position is located in Ventura County.
Responsibilities include:
+ Provides assistance in all aspects of clerical activities as guided by general site policies and practices while maintaining positive and cooperative communications in collaboration with all levels of employees, customers, contractors, and vendors.
+ Observes and generates meeting minutes and submits.
+ Participates in both clerical tasks including but not limited to training records of both laboratory and non-laboratory staff, spreadsheet maintenance through data entry of recorded raw data, tracks newly generated protocols and amendments for approval such as renewals and Continuing Review Forms (CRFs), notifies directors of required renewal and CRF dates. Responsibilities also include file maintenance on company SharePoint site with regards to all protocols, amendments and final reports. Assists with obtaining compliance of all indicated staff members for required Document Review Forms as assigned.
+ Serves as the laboratory‚ s archivist by executing and accomplishing all archival tasks involving remote archival procedures. These tasks are implemented by the laboratory management and adherence to Stand Operating Procedures (SOPs).
+ Generates and retains both an Employee and a Visitor Sign-In Sheet for entry to the facility. Notifies and collects from expected visitors required documents to be read and signed for Safety and Security measures as well as Occupational and Safety Hazards that may be encountered by visitors. Greets participating visiting groups and facilitates lunch orders and provides the visiting study directors with the documentations required by the Sun Shine Act regulations for anticipated reimbursements.
+ Ensuring all lab equipment required receives appropriate maintenance and timely calibration certifications, and logging-in all returned equipment. Contacts and arranges external contractors for needed equipment repairs and/or maintenance. Assigns radiation exposure badges and maintains their readings in a relevant log reporting to the company‚ s Environmental Health and Safety Engineer if needed.
+ Performs administrative tasks associated with generating and managing purchase orders for supplies and communicating expedites; re-ordering as necessary. Follows all policies and procedures regarding receiving of supplies, vendor involvement and invoice processing. Maintains positive and necessary communications with all vendors. Obtains Safety Data Sheet (SDS) and maintains appropriate binders according to OSHA requirements. Assists facility manager with clerical tasks involving purchase requisitions of equipment and service agreements on occasion as assigned.
+ Assists the facility manager with monthly correspondence regarding our invoices to our company‚ s Global Finance Accountant and our company consumers.
+ Resolves and/or facilitates resolution of problems including identifying causes of problems to prevent re-occurrence of problems.
+ Remains current on developments in field(s) of expertise.
+ Performs related functions and responsibilities, on occasion, as assigned.
+ High school diploma or other specialized training/equivalent related experience.
+ Typically a minimum of three or more years of progressively more responsible office clerical experience.
+ Requires a demonstrated knowledge of the practices and procedures of the function. Incumbents are required to work cooperatively and productively with others. Demonstrated organizational skills, attentiveness to detail and the ability to work under general supervision is required.
+ Must be adept at handling multiple assignments in a timely manner while meeting assigned deadlines.
+ Must also have demonstrated verbal and written communication, interpersonal, organizational and basic math skills. The demonstrated ability to read, write, and communicate effectively in English is also required; this requirement includes clear understandable speech, demonstrated comprehension skills, and demonstrated competence in English spelling, grammar and punctuation.
+ The ability to successfully pass a reading comprehension pre-employment examination is mandatory.
+ The demonstrated ability to understand and comply with applicable Food & Drug Administrative (FDA) regulations and Company operating procedures, processes, policies and rules is essential.
+ Must be able use discretion and handle sensitive/confidential information. Demonstrated proficiency in operating a personal computer; the ability to pass a 10-key assessment examination. Must be proficient in using various PC-based software packages including Microsoft Word, Excel, or similar work processing/spreadsheet software.
+ Must be able to maintain regular and predictable attendance; the ability to work overtime is also required.
Desired Qualifications:
+ An Associate‚ s degree in Business Administration, a related field, or equivalent. Previous secretarial experience to department management. Experience in the biotech, bio-instruments, or medical devices industries are also preferred.
An Equal Opportunity Employer
Abbot welcomes and encourages diversity in our workforce.
We provide reasonable accommodation to qualified individuals with disabilities.
To request accommodation, please call 224-667-4913 or email corpjat@abbott.com

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