Project Services Administrative Assistant

Almac Group; Durham (NC); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Medical, Vision & Dental

PTO 20 days per year

Holidays 12 per year + Diversity Day

401k company contribution

Disability & Life Insurance

Professional development

Job summary

Almac Group in Durham, NC is seeking a Project Services Administrative Assistant to support the Project Services Department. You will generate, file, and distribute project documentation using multiple applications and maintain data accuracy.

Responsibilities include coordinating meetings, preparing memos, updating spreadsheets, and assisting with audits and KPI reporting. This role offers comprehensive benefits and opportunities for professional development.

Qualifications

• High School Diploma or GED required.
• 2 years of Administrative experience.
• 1 year electronic and paper filing.
• 1 year scheduling / organizational experience.
• 1 year phone and electronic communications.

Responsibilities

• Generate, distribute, and file documentation from various applications (COSMOS, Orion, Discoverer, PTR, Qlikview, WebEZ, DocGen).
• Update data within applications (COSMOS, WebEZ, PTR) per SOPs and staff requests.
• Coordinate meetings, trainings, and workshops, including room reservations and minutes taken when needed.
• Prepare documents, diagrams, memos, minutes, and correspondence; adjust formats in Word, Excel, PowerPoint.
• Raise reference numbers and generate draft documents for staff/management.

Skills

Microsoft Office

Attention to detail

Prioritization

Education

High School Diploma or GED

Job description

Almac Group is currently seeking a Project Services Administrative Assistant for our Durham, NC location. The Project Services Administrative Assistant will be responsible for carrying out all administrative duties relating to the support of the Project Services Department. The key function of the Project Administration team is to carry out all administrative duties relating to the generation, approval, processing and dispatch of project related documentation at any Almac Clinical Services (ACS) site, in accordance with Good Manufacturing Practice and all relevant Standard Operating Procedures.

Responsibilities include but are not limited to:

• Generate, distribute, and file documentation from various applications (i.e., COSMOS, Orion, Discoverer, PTR, Qlikview, WebEZ, DocGen etc.). This may include but is not limited to the assembly and review of batch documentation for issue to production and helping process distribution shipping requests. Tasks surrounding these documents may include photocopying, filing, faxing, scanning, emailing and/or archiving.
• Update data within various applications (i.e., COSMOS, WebEZ, PTR, etc.) as instructed by Almac's SOPs and at the request of staff or management. This may include but is not limited to:
  • Assist in the capturing of monthly Project Services department metrics and KPIs.
  • Input relevant customer information or verify data input into the applications.
  • Updating documentation status or dates within appropriate applications
• Coordinate logistics for meetings, trainings, and workshops (including, but not limited to, reserving conference rooms, sending meeting invites, initiating food service orders, requesting guest wi‑fi services, guest badges, BT Meet Me conference calls and Bridgit sessions). Support staff in the preparation for these meetings including producing support documents, diagrams, memos, agendas and presentation files as necessary. Upon request by staff or management, attend meetings in role of scribe; capturing meeting minutes and providing those minutes to meeting organizer in a timely manner.
• Prepare documents, diagrams, memos, meeting minutes, and correspondence accurately and professionally. Correct or modify formatting of documents within Microsoft Word, Excel and PowerPoint upon request by staff or management.
• Raise reference numbers and generate associated draft documents to provide to staff or management upon request.
• Update existing or create new spreadsheets to collect and report upon information as requested by staff or management. This may be required based upon agreed scope of work with customers or to prepare for customer or regulatory authority audits. Coordinate with staff to collect the data and organize for easy reporting.
• Capture updates to customer assignment spreadsheets when new customers award work to Almac or when project teams change.
• Raise Incident Monitor (IS) tickets for new hire setups, equipment failures, controlled document file or folder movement, new project folder creation, at the discretion of managers or staff. Assist in the registering of customers requesting Gateway accounts.
• Properly prioritize all requests for assistance to meet deadlines and ensure high level of customer service internally and externally. Proactively work with requestor and line manager to ensure deliverables are provided on‑time and meeting expectations of requestor
• Work as a team player with other admins within the department to cross‑train on responsibilities and act as back‑up support for completion of tasks where specified by line management. Such tasks may include the following: generation of draft Technical Agreements using Almac templates and supporting other needs of the Project Leader and Supply Chain Management groups.
• Provide assistance to other departments (e.g., QA admins, distribution admins, etc) when necessary, but without compromising the needs of the Project Services department.
• Perform ad hoc tasks requested from department managers.

Qualifications:

Required Experience / Education:

• High School Diploma or GED
• 2 years of Administrative experience
• 1 year electronic and paper filing
• 1 year scheduling / organizational experience
• 1 year phone and electronic communications

Preferred Experience / Education:

• Training and/or certification in project administration
• Executive level (C‑Level) administrative support
• Data analyst or data management experience
• Experience in customer service/client relations
• Demonstrated proficiency in communication

Skills (incl.Typical Mental Demands):

• Proficient in Microsoft Office products
• Ability to constantly shift focus as daily priorities change
• High level of attention to detail

What can Almac Group offer you?

• Medical, Vision & Dental benefits from the 1st of the month following start date
• 20 days PTO per year, accrued monthly following start date
• 12 holidays per year as well as one day for Annual Diversity Day
• Company paid Long and Short‑term disability along with Life Insurance
• 401k company contribution
• Professional development programs/ continuous learning opportunities

Almac is an exceptional, award winning, drug development solutions provider at the forefront of the pharmaceutical industry. We are a privately owned organization that has organically grown over 50 years now employing over 7,500 highly skilled personnel worldwide. Our US Headquarters is located at Souderton, PA with additional operations scattered around the US and Europe. 'Partnering to Advance Human Health' is more than just a tagline - it is our way of life.

Embracing diversity is at the heart of enhancing Almac Group's unique culture and reflects our fundamental belief that all people deserve equality, inclusivity and the opportunity for advancement. We are committed to cultivating a welcoming, supportive, and inclusive environment for all. Together, we will build on the strength in our diversity and deliver exceptional solutions to advance human health globally.

Almac Group, Inc. is an Equal Opportunity Employer - Minorities/Women/Protected Veterans/Disabled - Proudly embracing diversity in all of its expressions.

EEO is the Law

EEO is the Law GINA Supplement

Almac provides reasonable accommodations to people with disabilities who need assistance completing the application process. Please email us at [e-mail] to request assistance.