Administrative Assistant, Textile Research

Administrative Assistant, Textile Research

This position is responsible for supporting the staff and activities of the Textile Chemistry Research and Fiber Processing departments of Cotton Incorporated. Duties include but are not limited to: domestic and international travel arrangements, supplier/vendor liaison, report/memo/justification assembly/editing, inventory management, expense report and invoice processing, budget tracking and reconciliation, calendar management, meeting/event planning and execution, and shipping and receiving of departmental materials, all in accordance with Cotton Incorporated policies and procedures.

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• Facilitate efficient departmental operations through skilled administrative talents
• Track and process mail, expense reports, expenditures, requisitions, invoices, and accounting information
• Coordinate travel arrangements for department staff and serve as a liaison between the departments and travel agency
• Maintain the applicable departmental calendars and track departmental staff schedules and attendance
• Assist with management of multiple budgets as related to travel and department programs/projects
• Assemble and route documents such as CDAs, test services agreements, justifications, and purchase orders
• Coordinate with Legal and Corporate Finance departments on all purchase approvals, contract reviews, and service agreements as needed
• Obtain and route vendor insurance and contract documents
• Compile, format, and proof departmental reports, presentations, and communications
• Submit presentations and communications to Razuna and be able to transfer large files electronically
• Coordinate the revision of departmental signs, posters, technical bulletins, information booklets, etc.
• Facilitate the purchase and shipment of raw materials (such as cotton for Fiber Processing)
• Assist with ordering chemicals and supplies and entering chemical information into inventory database
• Coordinate, maintain, and track the technical report Library Catalog, Quarterly Project Update, PDI Library, and entries into the Sourcing database
• Assist with entering information in project tracking database(s)
• Act as assistant to the Chemical Hygiene Officer by coordinating monthly safety trainings, filing SDS forms, updating the chemical inventory database, and arranging for annual equipment maintenance
• Coordinate resources and assist with implementation of division-wide internal and external events, meetings, and tours in support of staff or visitor needs
• Oversee the organization, preparation, and distribution of all receivers, transmitters, and earphones for all in-house group tours
• Perform organizational duties as needed
• Coordinate shipment of items
• Participate in switchboard relief rotation
• Participate in safety teams and assist with evacuation measures as needed
• Respond to and/or direct external inquiries as appropriate
• Assist with and/or coordinate special projects, as assigned

• High school diploma or GED required;
  Associate or Bachelor’s degree preferred
• 2-5 years of related work experience in an administrative support capacity (preferably in a science discipline)
• Professional written and verbal communication skills with a demonstrable quality of work
• Strong interpersonal skills and professional enthusiasm, with a customer service focus
• Ability to adapt smoothly to shifting priorities, changing schedules, needs, and responsibilities
• Strong organizational skills with strict attention to detail
• Ability to effectively prioritize and perform tasks based on importance and urgency
• Ability to coordinate and conduct multiple assignments simultaneously
• Motivated self-starter with the ability to work independently and within a team to meet deadlines and accomplish goals
• Ability to learn and recognize technical and/or scientific language used within the Textile Chemistry Research and Fiber Processing departments
• Ability to work with and protect confidential information
• Proficiency in Microsoft™ Office Suite, in particular Word, Excel, PowerPoint and Outlook
• This position requires domestic travel 0-5% of the time