Office Manager

Job Title

Office Manager

Organization Name

InvaGen Pharmaceuticals, Inc.

Location

550 South Research Place Central Islip, NY 11722.

Employment Type

(Hourly/ Full Time)

Full Time.

Non-Exempt.

Salary Range

(Base/ Hourly)

$60,000.00 to $72,500.00 USD.

Paid Hourly.

Benefits

In addition to a fulfilling career and competitive salary, the Company offers a comprehensive benefits package to include a 401(k) savings plan and matching, health insurance – medical/dental/vision, health savings account (HSA), flexible spending account (FSA), paid time off (PTO) – vacation/sick/flex time, paid holidays, short-term disability (STD), long-term disability (LTD), parental leave, paid and unpaid family leave, employee discounts, and other benefits

Work Hours/Shift

Workstation

General Shift: 8:00 AM – 5:30 PM

Onsite/In-office (Front Desk Reception/Lobby)

Responsibilities/ Accountabilities

Office Manager is an individual contributor position reporting to both the Site Head and Quality Head with a primary focus on providing a variety of administrative activities and support to the executives and senior leaders of InvaGen Pharmaceuticals and its Long Island (NY) operations.  This position will have matrix reporting to the Site Head and Site Quality Head for InvaGen.

Supports the Site head and Site Quality Head on administrative tasks such as but not limited to:

• Calendar management and scheduling with internal and external stakeholders locally, regionally, and globally while maintaining strict confidentiality.
• Expense management and booking/managing travel arrangements and passport/visa management for travel. 
• Lead the scheduling and calendar of key initiatives through the respective VPs office such as trainings, group meetings, working lunches, and other business meetings.
• Manage the coordination of the VPs regular meetings, including logistical support and planning, vendor services, and other activities required to effectively execute the meeting.
• Lead or assist with the planning of Senior Leadership Team (SLT) offsites and large-scale onsite meetings in conjunction with HR and Site Services.
• Create presentations, reports, and other business documents.
• Perform data analyses as requested and needed.
• Close engagement with legal and other key stakeholders to facilitate approval and execution of DocuSign or other official signings of agreements on behalf of the VPs and SLT.
• Coordinate with the U.S. and Global Corporate Offices for ad-hoc requests for the VPs such as executive communications, video shoots, townhalls, and other content.
• Perform other duties as assigned.

Education Qualifications

• A minimum of a High School Diploma/GED, or foreign equivalent education credential is required.
• An associate’s degree or higher with a specialization in business, communications, office administration or any other relevant field of study from an accredited institution is preferred.
• Must fluently speak English as a first or second language.
• Must fluently communicate and understand (read and write) in English.

Experience

• A minimum of five (5) years of experience working with director-level and above executives in an industrial setting.
• A minimum of three (3) years of administrative management and services experience.
• Must have project management and task coordination skills.
• Experience with business systems such as Concur and SAP is preferred.
• Experience working in Good Manufacturing Practices (GMP) in a pharmaceutical setting is preferred.
• Knowledge of security and visitor protocols and procedures is preferred.

Skills/ Competencies

• Present a high-level of professionalism and patience in interactions with people at all levels of the organization and with external stakeholders, visitors, and business associates.
• Ability to maintain confidentiality and protection of confidential and proprietary information/documents.
• Proficiency in Microsoft Office suite, with an emphasis on PowerPoint, Word, Excel, and Outlook.
• Ability to work with a diverse range of stakeholders in a multi-cultural setting.
• Ability to read, write and speak clearly and effectively.
• Self-motivated, with the ability to work in a fast-paced, highly energetic manufacturing environment handling multiple tasks simultaneously.
• Self-starter with the ability to be resourceful to leverage network, proactively seek information and problem solve.
• Strong organizational and time management skills, and ability to prioritize.
• Excellent customer service skills to include handling difficult people and being able to defuse and deescalate situations.
• Strong attention to details and ensuring accuracy in data and information.
• Flexible, and adaptable to change.
• Demonstrate honesty, trust, leadership, business ethics and compliance with principled actions.
• Demonstrate “can do” and “will do” attitude and approach Maintain good working relationships with all stakeholders both inside and outside the organization.
• Collaborate positively with other team members to ensure availability, focus, and attention are prioritized for optimal execution.
• Ability to work autonomously and under general supervision.
• Ability to prioritize workload and manage multiple projects.
• Ability to maintain a positive attitude and foster a positive work environment.
• Ability to demonstrate competent judgement, decision-making, and analytical thinking skills.
• Ability to train others on applicable policies and procedures.

Physical Requirements

• Ability to lift up to 25 pounds with or without assistance.
• Sitting at a desk and/or working at a computer or other “screen” 75% or greater for an 8-hour period or longer.
• Able to frequently stand, bend, walk, sit, climb, balance, stoop or crouch, kneel, reach, push, pull, grasp, feel, talk, write, type, listen and hear.
• Must be able to wear personal protective equipment (PPE) such as hard hat, hair net, safety shoes, glasses, lab coat, and other required gear.
• Must be able to work productively in an open office/lobby area with consistent people traffic and interactions.

Other Information

• Must be able to work some weekends and extended hours based as required to support business needs.
• No remote work.
• No employment sponsorship.
• No relocation.

This position works under general supervision on some tasks and projects. Some decisions may have legal and compliance implications, and/or affect the financial management and operations of the business. Decisions are reviewed for quality of judgement, and overall adequacy and accuracy to minimize impacts.

NOTICE to APPLICANTS: The job posting is for local applicants only.  It is not for those applying for a global assignment and/or for employees working outside of Cipla's U.S. subsidiaries or affiliates.