Administrative Assistant I

POSITION SUMMARY:

This position is a key member of MSD's centralized administrative office services team to ensure efficient office operations at our buildings in Rockville, MD. Primary responsibilities include daily backup to the Reception Desk to answer phones and welcome visitors, weekly stock check and reordering office and kitchen supplies, process invoices, and weekly scanning of lab notebooks for digital filing.

DUTIES AND RESPONSIBILITIES:

* Provide a wide range of routine administrative tasks including, but not limited to, data entry, photocopying, mailings, prepare reports, coordinate print requests with vendor, order supplies, reserve meeting rooms, invoice processing, and respond to employees' help desk requests.

* Responsible for stocking and maintaining office and break room supplies in all campus buildings. Prepare monthly supply usage reports and submit orders for restocking to the supervisor for approval. Ensure supply orders are discounted with contracted vendor and manage purchase order budgets for supplies.

* Act as primary backup to the Reception Desk for daily breaks and leave. Responsibilities include answering phones, greeting and signing in visitors, sorting mail, reserving conference rooms, ordering catering, acquire manager approval and submit reservations with local contracted hotel, order nonstandard office supplies and receiving/signing for FedEx/UPS packages.

* Assist with compiling daily articles from specified publication websites, preparing summaries, and distributing to the executives.

* Scan laboratory notebooks ensuring clear and readable documents are readily available in online folders. Provide monthly report of completed notebooks to quality manager.

* Comprehend and recall company processes for visitor building access, purchasing, new hire setup, supply purchases, and building access card assignment, as well as company policies.

* Ensure visitor-designated conference rooms are set including chairs in place, lights and other equipment is functioning; and the room has supplies for lunch setup (plates, napkins, etc.)

* Track new hire preparation to ensure all hiring managers have submitted the proper documents well in advance to their new hire's start date. May need to assist with boxing and storage of contents in vacated workspaces that are assigned to new departments.

* Assist with employee events including SharePoint registration, coordination of teambuilding activities, holiday parties, logo'd swag giveaway, annual charitable drive, and assistance with annual sales meeting registration, and other activities.

* Maintain the Admin team's paperless filing retrieval system to provide historical and backup data for various projects, including past contracts, pricing quotes, orders, and receipts to assist with company credit card reconciliation.

* Place and track orders for scientific articles requested; review and approve vendor invoices.

* Process workspace move request for sr. management approval and maintain seating charts for all campus locations. Requires periodic walk-through of buildings to check seating charts and updating for assignments that may have occurred outside the process.

* Assistance on VIP/customer briefing room precheck, catering and meeting setup, guest greeting and sign in.

* Other duties as assigned.

EXPERIENCE AND QUALIFICATIONS:

* High school diploma or equivalent required

o Bachelor's degree preferred

* Minimum of two years of administrative experience

KNOWLEDGE, SKILLS AND ABILITIES:

* A professional presence and strong interpersonal skills for a proactive customer and service focus for both MSD customers, our vendor partners, and employees.

* Proficient in MS Outlook, Word, PowerPoint, and intermediate to advanced Excel skills.

* Basic technical skills to setup SharePoint registrations and edits in Adobe Acrobat.

* Ability to gather data, compile information, analyze and prepare reports and maintain records.

* Excellent planning, and time management skills with the ability to work independently and organize multiple and changing priorities, while meeting deadlines and deliverables.

* Ability to read and comprehend the content of documents and take appropriate action.

* Knowledge of Cisco Unified Phone system or other switchboard type technology.

* Must have transportation to travel to nearby company buildings that are not walking distance; valid driver's license preferred.

PHYSICAL DEMANDS:

While performing the duties of this job, the individual is frequently required to sit and stand for long periods. The individual is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; reach with hands and arms. This position requires moving/lifting up to 15 pounds.

WORK ENVIRONMENT:

Standard office environment.

COMPENSATION SUMMARY

The annual base salary for this position ranges from $44,300. to $64,300. This salary range represents a general guideline as MSD considers other factors when presenting an offer of employment, such as scope and responsibilities of the position, external market factors, and the candidate's knowledge, skills, abilities, education and experience. Employees may qualify for a discretionary or non-discretionary bonus in addition to their base salary. These annual bonuses are intended to recognize individual performance and enable employees to benefit from the Company's overall success.

BENEFITS SUMMARY

At MSD, we offer a comprehensive benefits package to support our employees' well-being and financial security. In addition to competitive salaries, our benefits include medical, dental, and vision coverage, along with prescription benefits. We provide a 401(k) plan with company matching, flexible spending accounts, and company-paid short- and long-term disability insurance as well as group life and accidental death and dismemberment insurance. Our offerings also encompass paid vacation, paid sick leave, paid holidays, and paid parental leave, along with an employee assistance program. Additional voluntary perks include a fitness club membership contribution, pet insurance, identity theft protection, home and auto insurance discounts, and optional supplemental life insurance.

EEO/AA STATEMENT

MSD is an Equal Opportunity/Affirmative Action Employer. We are committed to fostering a diverse and inclusive workplace where all individuals are treated with respect and dignity. We welcome applications from all qualified candidates, making employment decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, genetic information, marital status, national origin, age, protected veteran status, pregnancy, disability status, or any other protected characteristic. For our full EEO/AA and Pay Transparency statement, please visit here.

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