Administrative Specialist (m/f/d)

AT33 (FCRS = AT033) Novartis Pharmaceutical Manufacturing GmbH; Schaftenau; On-site; EUR 48,000 - 78,000; Full time

Benefits offered by this job

Flexible hybrid work

Parental leave (14 weeks)

Insurance plans

Retirement plans

Wellbeing resources

Job summary

Novartis Pharmaceutical Manufacturing GmbH in Schaftenau, Austria, seeks an administrator to independently deliver profound administrative services in local and global contexts. The role requires supporting processes, guiding colleagues, and ensuring timely reporting of issues related to Novartis products.

The position is a fixed-term contract of at least 14 months, onsite, with opportunities to contribute to process improvements and cross-functional collaboration.

Responsibilities

• General administrative support: takes care of general administrative tasks and maintains the administrative processes also in case of absence of the line manager/team members.
• Interaction: Informs, advises and supports the team and associates from outside the team on processes, guidelines and services that are specific to the department.
• Work processes in own area of responsibility: Supports optimization of current processes and/or introduction of new or modified processes.
• Handling of administrative projects tasks with clearly defined content and time limitations.
• Acts as a team member for administrative projects and manages the administrative part of special tasks.
• Supervisory tasks: Guarantees a smooth adjustment to the job of new employees in the own area of responsibility.
• Takes over supervising for colleagues in the administrative area (e.g. apprentices, new employees etc.) - Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Experience with PowerBI or Power Automate desirable
• Reporting of technical complaints / adverse events / special case scenarios related to Novartis products within 24 hours of receipt - Distribution of marketing samples (where applicable)

Job description

Salary Range: €48,483.00 - €78,100.00
Job Description Summary
Location: Schaftenau, Austria #onsite
*please note that this is a fixed term contract for a period of minimum 14 months

Role Purpose

Responsible for the independent delivery of profound administrative services in a local and a global context. Ensure service levels are delivered in line with site requirements.

Job Description Major Accountabilities

• General administrative support: takes care of general administrative tasks and maintains the administrative processes also in case of absence of the line manager/team members.
• Interaction: Informs, advises and supports the team and associates from outside the team on processes, guidelines and services that are specific to the department.
• Work processes in own area of responsibility: Supports optimization of current processes and/or introduction of new or modified processes.
• Handling of administrative projects tasks with clearly defined content and time limitations.
• Acts as a team member for administrative projects and manages the administrative part of special tasks.
• Supervisory tasks: Guarantees a smooth adjustment to the job of new employees in the own area of responsibility.
• Takes over supervising for colleagues in the administrative area (e.g. apprentices, new employees etc.) - Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Experience with PowerBI or Power Automate desirable
• Reporting of technical complaints / adverse events / special case scenarios related to Novartis products within 24 hours of receipt - Distribution of marketing samples (where applicable)

Key Performance Indicators

• Continuous improvement of processes and procedures
• Planning of the office needs & management of contracts with all contractor
• Ability to manage multiple priorities simultaneously.
• Strong attention to detail and deadline management.
• Ability to prioritize competing demands in a fast-paced environment.
• Communication Skills Excellent written and verbal communication.
• Ability to communicate professionally with senior leaders and cross-functional teams.
• Strong stakeholder management and customer-focused approach

Benefits & Rewards

At Novartis, we’re committed to reimagining medicine together - and rewarding the people who make it happen. Expected Annual Base Salary Range for role: €48,483 to €78,100 The base salary offered is determined based on gender-neutral objectives, such as relevant skills, competencies and experience in accordance with the Novartis pay setting policy and upon joining Novartis will be reviewed periodically. In addition to your base salary, you may be eligible for a performance-based bonus depending on certain performance parameters. The rewards of being part of our team go far beyond base pay and incentives. We also offer a variety of competitive benefits in kind to help you thrive personally and professionally, such as insurance plans, retirement plans, wellbeing resources and global recognition programs. In addition, we provide flexible and hybrid working options, where possible, and minimum 14 weeks paid parental leave.

Skills Desired

Improving the lives of people living with disease takes more than innovative science. It takes a focus on the needs of people and a community committed to meeting them. It takes a team of people like you. Working together. Learning together. Thriving together. Discover how you can join us in changing people’s lives.