Administrative Associate II

Location

Clayton, NC

Perform responsible administrative duties of a complex and confidential nature in support of major departmental or divisional activities, relieving supervisor of varied clerical and administrative responsibilities to maintain efficiency of organizational operations.

• Assist in preparing moderately to extremely complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data.
• Perform advanced, diversified and confidential administrative duties by independently coordinating meetings, preparing agendas; completing non-routine tasks; coordinating department schedules, recording meeting minutes, arranging management travel and time management; serve as primary liaison for executive and other senior management.
• Support the daily operations of department, division or other organization unit, assisting in meeting administrative goals and priorities for both short and long-term projects and monitoring day-to-day operations for efficiency and productivity.
• Develop organizational unit calendar to define milestones and develop action plans for delivering milestones in a cohesive, thoroughly vetted manner.
• Develop and distribute all department correspondence and information; screen and route mail and documents; determine which to respond to, which to redirect or bring to supervisor’s attention based on content and broad knowledge of departmental programs and activities.
• Coordinate all personnel records for the department including time tracking; monitor payroll reports to ensure accuracy and that all employees are paid accurately; coordinate and facilitate unit performance management and development per the company’s schedule; maintain departmental files; process confidential information supporting administrative activities; advise or direct secretarial or clerical personnel; make work assignments and review work for accuracy and completeness.
• Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to supervisor’s attention.
• Assist in preparing and managing diversified departmental or divisional budgets, making suggestions and projections based on knowledge of departmental operations.
• Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; type letters, reports and records ensuring grammatical accuracy, conformance with general policy and factual correctness.
• Monitor contracts with outside vendors/consultants, analyze data trends and advise executive of significant variances and discrepancies.

• Work on assignments that are complex in nature, requiring considerable judgment and initiative in resolving problems and making recommendations.
• Specialized administrative support experience, arithmetic skills, ability to use automated office equipment, read difficult instructions and maintain written records; broad knowledge of administration and accounting principles normally acquired through 2-4 years of post‑secondary education in secretarial science or a related field.
• Score at least 90% proficiency on advanced office applications and procedures using Grifols assessment tools.
• Excellent customer service skills; ability to build rapport with internal and external customers; prioritize workload; accuracy of work; sense of urgency for time-sensitive projects; ability to seek guidance when answer is not clear; receptive to feedback.
• Teamwork, attendance, professionalism, excellent phone demeanor required; willingness to take on other assignments and stretch projects.
• Proficiency in MS Office Suite at an advanced level; subject‑matter expert in at least one software application.
• Shows time-management skills; offers to assist others during downtime; seeks to increase skills; considered a “go‑to” resource; collaborates within and across departments.

• Associate’s Degree with 5 years of relevant experience demonstrating increasing administrative responsibility.
• Bachelor’s Degree with 2 years of experience.

Working toward an…