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Administrative Supervisor
5 months ago
At STERIS, we help our Customers create a healthier and safer world by providing innovative healthcare and life science product and service solutions around the globe.
**Position Summary**:
Ensures that facility resources are coordinated and deployed appropriately to provide effective support to management staff. Coordinates facility and periodically zone administrative functions to ensure internal and external Customer requirements, as well as corporate initiatives and processes are met or completed in a timely and efficient manner. The functions of this role lead to the operational success of the facility.
**Duties**:
Customer Relationships (25%)
1. Coordinates and deploys resources to ensure office administrative support functions are efficiently delivered to internal and external Customers.
2. Coordinates the facility’s efforts to administer and control Customer invoicing through pricing information maintenance, data entry coordination and developing and implementing appropriate monitoring processes.
3. Communicates in an effective manner by utilizing accepted business practices in a courteous and professional manner providing timely and accurate responses and service-oriented offers of assistance, to Customers and employees alike.
Operational Excellence (75%)
4. Contributes to financial control by: collecting (DSO) and maintaining the account receivables to include Customer master list, aging report and invoice list; creating purchase orders and contracts; monitoring office/sales supplies and ordering new supplies within budgetary constraints; maintaining accounts payable records, issuing check requests; controlling petty cash; and providing various accounting reports to facility management. May assist with or complete other general tasks / responsibilities as assigned.
5. Conducts purchasing functions by receiving purchasing requisitions, issuing purchasing orders; maintains vendor files, quotes catalogs and logs books; controls office supply inventory.
6. Assists facility leadership and coordinates the activities of administrative staff by ensuring appropriate maintenance of sales files, contracts, and price information mailings.
7. Ensures coordination of Payroll and Human Resources activity by acting as the facility administrator of forms, records, information requests, problem resolution and instructional material.
8. Coordinates facility vendor-supplied services while maintaining cost controls and ensuring appropriate levels of service. This is accomplished through monitoring and providing facility leadership periodic reporting on service quality, cost, and other factors.
9. Maintains professional skills, knowledge, and abilities by attending educational workshops, reviewing professional publications, and participating in professional societies.
10. Maintains administrative staff by selecting, orientating, training, and evaluating employees and completes departmental requirements by scheduling, assigning, and following through with employees.
11. Ensures results by coaching, counseling, and disciplining employees; plans, monitors and appraises job results in a manner that induces high morale and reduces employee complaints.
12. Protects company confidential information by properly storing, retrieving, and disseminating such information only to those authorized (in accordance with BCP-11.8).
13. Contributes to a team effort by performing in accordance with all STERIS policies, GMP, Lean principles and other directives; supports the directives and decisions of higher-level management and performs other duties as assigned.
**Duties - cont'd**:
**Education Degree**:
- Associate's Degree**Required Experience**:
1. Minimum of five (5) years of experience as an Administrative Assistant or similar position including Human Resources Administration, bookkeeping and credit responsibilities as well as procurement experience.
2. Two to three (2-3) years administrative process improvement experience.
3. Ability to effectively read, write and verbally communicate, occasionally making oral presentations to groups of people.
4. Ability to work independently under general guidelines and supervision.
5. Computer skills and word processing, spreadsheet and software capabilities, minimum of Level 2 math skills (four
basic arithmetic functions in all units of measurement, decimals, ratios, rates, percentages).
6. Effective interpersonal skills as demonstrated through prior experience.
7. Ability to adapt to changing duties and responsibilities.
8. Ability to influence people in the opinions, attitude, or judgments; to generalize, evaluate and decide; to adapt to
situations under stress.
9. Requires normal hearing range sufficient to hear alarms, bells, horn, etc., normal visual acuity.
In a numbered list, describe specific skills and/or business competencies:
1. Maintain day-to-day facility administrative processes.
2. Within established guidelines, resolves issues related to staffing and employee
