The U.S. Pharmacopeial Convention (USP) Sr. Office Administrator in Rockville, Maryland
Sr. Office Administrator
Summary of the Position
The Senior Office Administrator is a hands-on, non-supervisory position responsible for providing general administrative support to an executive, group of executives or department within the organization. This position would be responsible for scheduling meetings, managing calendars, arranging/submitting travel and expense reports for key leaders, and ordering supplies. They will assist with tracking budget for the department, will handle confidential information and exercise independent discretion and judgment as needed.
Roles and Responsibilities
Schedules meetings and provides meeting support, including sending email announcements and Outlook invites; reserving meeting rooms and setting up teleconference numbers; making catering arrangements; and arranging/providing technical support. May take notes and track action items.
Assists with preparation of meeting materials, including helping with creating PowerPoint presentation and other collaterals as needed.
Provides general administrative support, including typing, copying, scanning, faxing, printing, filing, and other administrative responsibilities
Pulls/distributes standard reports (e.g. budget reports) as requested or on a set schedule. May track budgets as requested.
Maintains and orders office supplies, business cards, name plates, and other related items.
Coordinates and books travel arrangements.
Prepares expense reports and purchase orders.
Keeps abreast of USP’s policies, mission and activities; uses discretion in handling sensitive issues and in determining issues that require the attention of the department head or executive office manager.
May support cross-departmental and cross-divisional team with the administrative needs as needed.
Recognizes and escalates issues potentially requiring upper management awareness and input.
Provide assistance for special projects within the SMPO – Excipients department upon request.
Performs other activities as assigned.
Associate degree required and at least 1 year of relevant experience OR 3 years of relevant experience.
Travel coordination experience, preferably international.
Proficiency working with Microsoft Outlook
Strong interpersonal skills, including verbal and non-verbal communication, listening and problem solving skills
Strong professionalism, accountability, and helpfulness, and possesses a customer service mentality
Demonstrated ability to successfully manage multiple concurrent assignments in a timely manner.
Strong computer literacy, competence and keyboard skills, and at least an intermediate user of MS Office suite
Strong written communication skills, with good level of English grammar and spelling
Strong time management skills
Strong organizational skills and attention to detail
Strong teamwork skills
Flexible and responsive
USP offers an impressive benefits package , including:
Generous paid time off – 13 paid holidays, 10 sick days and 15 vacation days per year to start
An annual 401(k) contribution, beginning after 1 year of service, of 10% of pay (base and bonus) every pay period that vests immediately
Comprehensive individual and family healthcare plans with affordable premiums and low annual deductibles ($250/individual or $500/family)
The U.S. Pharmacopeial Convention (USP) is a scientific nonprofit organization that sets standards for the identity, strength, quality, and purity of medicines, food ingredients, and dietary supplements manufactured, distributed and consumed worldwide. USP’s drug standards are enforceable in the United States by the Food and Drug Administration, and these standards are used in more than 140 countries.
Being a part of USP means belonging to a diverse culture made up of more than 1,000 talented professionals working together at five international locations. We share our expertise in science, IT, human resources, quality assurance, communications, administrative management, and more...all to support an overall mission dedicated to making a difference by providing standards and programs that help improve the quality of medicines, dietary supplements, and foods worldwide.
USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. Employment selection and related decisions are made without regard to sex, race, age, disability, religion, national origin, color, veteran status, sexual orientation, gender identity or any other protected class. We are committed to working with and providing reasonable accommodation to individuals with disabilities.
USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP.
Rockville, Maryland, United States
Job Category Administrative