Administrative Assistant II

Who are we?

Teva is a global pharmaceutical leader and the world's largest generic medicines producer, committed to improving health and increasing access to quality health solutions worldwide. Our employees are at the core of our success, with colleagues in over 80 countries delivering the world's largest medicine cabinet to 200 million people every day. We offer a uniquely diverse portfolio of products and solutions for patients and we've built a promising pipeline centered around our core therapeutic areas. We are continually developing patient-centric solutions and significantly growing both our generic and specialty medicines business through investment in research and development, marketing, business development and innovation. This is how we improve health and enable people to live better, healthier lives. Join us on our journey of growth!

Job Description

This position serves a multi-faceted role providing all office administrative support to the New Britain and Wind Gap, PA DC operations as needed. This position will be based out our North Wales, PA DC, and provide Mailroom related services for this facility.
Key Responsibilities

• Office administrative support for supply chain operations, assigned site management and their direct reports, including scheduling meetings and appointments, data entry, information updates, reporting requirements and preparation of routine correspondence.
• Global travel coordination (flights/hotels/transportation), expense reporting and American Express card reconciliation.
• Responsible for managing the, cafeteria and vending machine vendor. Order supplies to keep kitchens stocked..
• Coordinate site-planning events.
• Coordinate and act as point of contact for office equipment suppliers and IT department tickets for both facilities; along with entering Teva based work orders for various other operating entities. Maintain the printers/ copiers.
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise.
• Prepare Purchase Order (PO) requisitions, attaching quotes and supportive paperwork in the SAP Ariba system. Following up with vendors to ensure work is complete before payment.
• Invoice approval through Work Flow for all related POs including large amount based orders, such as Capital Expenditure projects.
• Prepare and submit Capital Expenditure projects for approvals in North Wales, New Britain and Wind Gap facilities; following up on authorizations, project communication and closing of jobs.
• Closely involved in pulling and organizing documents for audits and numerous inspections including VAWD (Verified Accredited Wholesale Distributors) license renewal for New Britain and Wind Gap facilities. Monitors Wind Gap and New Britain state and wholesales license board.
• Provide HR support with on-boarding orientation and training for new employees; including but not limited to, corporate policies, benefits, ipay and the processing of I-9’s.
• Work closely with records retention by using the HPE Records Manager to file and archive paperwork; transferring items to Iron Mountain when required.
• Coach, mentor, and directly assist various departments and administrative personnel regarding the function and performing of SAP related tasks as it applies to multiple business functions. Develop and generate relevant work instructions as needed.
• Support all other departments in Supply Chain Logistics such as, Quality Assurance, DEA Compliance, Project Management, Maintenance and Security as needed.
• Manage the FM Interact system for employee seating.
• Manage incoming and outgoing UPS, Fed-Ex and USPS.
• Insure DEA packages are routed correctly and signed off by the appropriate team members.

Qualifications

• Customer service skills (1 year preferred)
• 5+ years’ experience required in an administrative support role.
• Must be able to multi-task and work with changing priorities in a fast passed environment under minimal supervision.
• Excellent oral and written communication skills.
• Detail oriented and works with a high degree of accuracy.
• Project management experience.
• Subject matter expert in SAP ECC Production; t-codes involving, but not limited to A/P, A/R, Capital and Vendor related tasks.
• Advanced skill level in MS Office including proficiency in Word, PowerPoint, Excel and Outlook.
• Basic knowledge of teleconference and videoconference services.
• Must be able to maintain the highest level of confidentiality, integrity and discretion.
• Fluency in spoken and written English is required.
• Previous experience in the pharmaceutical industry preferred.

COMPUTER SKILLS
Oracle, Ariba (SAP driven), Microsoft Outlook, Microsoft Office (including Excel, PowerPoint and Word), Concur, HPE Records Manager, SAP ECC Production, Harmony Track Wise, ADP, Visitor Management, Enterprise Asset Management InFor, and FM interact.

EDUCATION
High School diploma, or equivalent, required

Function

Sub Function

Reports To

Sr. Director North America Distribution & Logistics

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