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Associate Admin Coordinator

Newbury Park, CA
Top 3 Must Have Skill Sets:

Project management,
excellent communication skills, 
work in a matrixed and cross-functional environment.

Job Details: Primarily responsible for complex administrative support activities, which may include preparing and/or processing technical material/reports/forms using a wide variety of text editing software and managing features (formatting, editing, deleting, updating, etc.), creating, testing and implementing Microsoft Word macros and templates, and occasionally assisting supervisor in coordination of management issues, (i.e., focal reviews, goals and department/staff goals and objectives). Will also manage multiple and/or complex calendars, coordinate domestic/international travel arrangements, and expense reporting. Additional responsibilities include independently coordinating calendared meetings, complex onsite/offsite meetings, leading administrative projects, providing management with status/activity reports, and selecting appropriate format for presentations. Assisting staff members with the compiling documents for submissions, formatting, and distribution of submissions. Will also be responsible for taking, transcribing, and distributing meeting minutes, project tracking (i.e. budget, database, timelines), as well as demonstrating the ability to interact with outside vendors and various levels of management. Supporting R&D project management, including Research collaborations, business continuity and transformation initiatives.

Skills- Project management, data aggregation and analytics, excellent communication, learning agility. Allocation Priority: Majority- (90-95%) Portfolio, supporting external collaborations through meeting facilitation and milestone tracking, project management of cross-functional and impactful transformational and process improvement initiatives. Minority- (5-10%) support in building risk management Business Continuity tool and Resource Management (as applicable). In addition, the person in this role will be a key contributor to the Research Portfolio Team to support Research programs in all phases. This requires dedicated roles to support, track, facilitate the Portfolio and continually plan for the pipeline, along with the R&D Operations Manager, core members and extended members of the team. Support project management activities. If on site, coordinate technical requirements of meetings including projector, laptop, and teleconference requirements. Take and/or type meeting minutes and follow up on actions and deliverables. Aids in various administrative tasks regarding project budgets and schedules, such as monitoring purchase orders and project spend, and posting items to project folders. Keep information up to date including schedules, budgets, and the project information in the appropriate application. Should be organized, reliable, and respond promptly to requests. Perform tasks independently with minimal supervision, in addition to working on teams to accomplish tasks. Coordination with the Research Project Team and Project Manager is essential.:

MS Office proficiency; PMI certification preferred; strong written and verbal skills Basic Educational Requirement: Bachelor’s degree

"This posting is for Contingent Worker, not an FTE"

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