职位描述
职位描述：
POSITION SUMMARY: Briefly state the objective of this position.
The Administration Associate Manager is responsible for:
? As an organization office manager/”go to” person is responsible for leading a team of senior administrator and administrative assistants to ensure required administrative support for the teams in China R&D and Medical Affairs and functions hosted by JCRD are met.
? To lead the development and implementation of administration policies, guidance and processes for JCRD (all sites)
PRINCIPAL RESPONSIBILITIES:
Management of Administrators
? All admin coaching, performance management (including Year-End review & calibration), and career development (in collaboration with function line manager where applicable)
? Line-management for administrators who provide shared service across several functions
? Admin resource management – regular review & backup resource
? Admin super-user assignment and tracking
? Oversee admin support for:
o Recruiting/interviewing for all open positions
o New hires/transfer, including pre-boarding and on-boarding process (e.g. hosting, introduction, work space coordination etc);
o Exit handover checking
Office Management
? Beijing site office management:
o Facility management (incl office security) of Beijing and liaison and close collaboration with XJP admin team
o R&D Representative for One J&J Beijing Project
o EHS lead (in collaboration with XJP admin team)
o Management of meeting room booking system
? Develop and oversee processes related to site support for all technology issues, office access/badge application, mail and fax distribution, office space needs, IT needs, shipment and courier services, office supplies, printer upkeep, equipment maintenance etc
? Oversee the central admin related budget and ordering of all necessary office supplies and equipment to support team needs for all sites
? Manage contracts, vendor PO’s and property management relationships
? Company car/Shuttle bus management (All sites)
Contractor – Vendor management
? External “admin” vendor management
? Coordinate with other external vendors and relevant functions on contractor recruitment, time reporting & OT, YE review, benefit, etc.
JCRD operations support
? As Lab Union representative for JCRD
? Maintain up-to-date team organization charts, distribution list (by functions and by sites)
? Rental allocation by function/HC
? Manage JCRD stationery (incl name cards) according to global guidance
? In collaboration with Records Manager, manage documents archiving, storage and disposal
? Administration input /support (e.g. site floor plan, contact lists maintenance) for the development/revision and implementation of BCP
China R&D annual calendar/Meetings/logistics support
? Annual calendar management for China R&D and MAF
? Annual & monthly site activities planning & arrangement (New employee welcome, New Year/Christmas celebrations)
? Meetings logictics support
EDUCATION, EXPERIENCE & SKILL REQUIREMENTS:
? Education Level: University/Bachelor Degree or Equivalent
? Years of Experience: Minimum of 3 years of experience in a similar role with people management experience, 10 years of related experience in the healthcare industry
? Required skills:
？ Ability to lead an admin team to perform administrative activities and partner and work cooperatively with all levels
？ Ability to exercise sound judgment and discretion to independently assess and resolve complex situations/problems
？ Ability to assess the resource needs for daily admin work done via different internal systems for travel, purchase orders, service request management and internal portals including; Ariba procurement, Concur expense reporting and travel, sharepoint maintenance
？ Strong organizational skills, detail-oriented, able to manage multiple projects/tasks to meet deadlines with minimal supervision
？ Customer and employee focused
？ Strong written and verbal communication skills; manages internal communications with detailed support and assistance
？ Advanced knowledge of Microsoft Office (Outlook, Powerpoint, Excel, Word) is required
？ Ability to exercise sound judgment and discretion, maintain confidentiality, be proactive, independently resolve complex situations and be flexible to respond to shifting priorities.
？ Ability to work effectively within a fast-paced and complex environment
