Site Administrative Assistant

Mission

As Site Administrative Assistant, you are responsible for the overall office management and act as the contact person between Headquarters and site. You perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, supporting local Proton Therapy site.
 

Challenges we trust you with

• Review and process all invoices and expense reports for the site, ensuring compliance with IBA policy and guidelines, and submit in time for final approval and processing.
• Act as a resource and a point of escalation for expense- and invoice-related issues and questions.
• Maintain accurate records and optimum levels of site-wide inventory of tools, parts, and equipment, within the service management software platform to ensure efficient equipment/tools retrieval and site-wide repair and maintenance operations.
• Maintain and run operational and performance reporting.
• Serve as coordinator of the site calendar; schedule meetings for the team (e.g., 1-on-1’s with manager and team meetings) and coordinate site activities, including facilitating on-site candidates for final rounds of interviews.
• Manage site-wide logistics (shipping, receiving, storing, retrieving, and packing) of equipment and spare parts, enlisting site team/site leadership, as needed.
• Assist with new hire onboarding, ensuring completion of new hire paperwork as well as site access for new employees, etc.
• Maintain site-wide First-Aid equipment and response.
• Keep inventory stock area clean and free of debris.
• Assist with special projects and assignments, as needed.

What we value

You have:

• High School Diploma or equivalent.
• Experience in Accounting/Finance preferred.
• General knowledge of Microsoft suite such as Excel, Word, Outlook, PowerPoint, and Teams.

And you also are:

• Capable of working autonomously
• Able to manage your time efficiently
• Able to follow rules and regulations and to deliver on strict deadlines
• A team player with strong interpersonal skills

Preferred experience

• SAP knowledge a plus.
• ADP knowledge a plus.
• SalesForce and ServiceMax a plus.

Compensation and Benefits

The approximate annual base salary range for this position is provided below. Within this range, individual compensation is influenced by various factors such as location, job-specific skills, work experience, and relevant education or training. This role may also qualify for discretionary bonuses, profit sharing, commissions, and benefits.

Approximate Range
$21,000 – 67,800 USD

IBA is committed to recognizing your dedication and contributions to our company's success while upholding the standards of a B Corp and living by our values. As a result, we provide benefit plans that not only reward your hard work but also offer you and your family comprehensive and affordable financial, health, and wellness protection. We are confident that you will find our benefit offerings to be of great value for both you and your dependents.

Foundational Benefits paid for 100% by IBA:
Basic Life insurance (1x annual pay)
Accidental Death & Dismemberment Insurance (1x annual pay)
Short Term Disability (80% of pay)
Long Term Disability (60% of pay)
Medical Insurance premium subsidy for each of the 3 available options
Wellness Program cash incentives (up to $500/year)
Annual contribution to Health Savings or Health Reimbursement Accounts
Dental Insurance premium subsidy
Vision Insurance premium subsidy
4% 401(k) Plan match
Profit Sharing Plan
10 weeks 100% paid Parental Leave (Mothers and Fathers)
7 personal days annually
10 days of PTO in first year
Emergency Travel Services
Employee Assistance Plan
Tuition Reimbursement Program
Professional growth education programs
Above and Beyond Reward Program
Job referral rewards

Additional benefits available:

Voluntary Life Insurance
Voluntary Spousal Life Insurance
Pre-paid Legal Services
Health Savings Account
Health Care Flexible Spending Account
Dependent Care Flexible Spending Account

Life at IBA

At IBA, we value creativity, innovation, and a commitment to excellence. As a certified B Corporation (B Corp), we uphold the highest standards of social and environmental performance. If you’re ready to embark on a journey where your skills and ideas can truly make an impact, apply now to join our dedicated team. Let’s shape the future of technology together!

Apply today and be part of a mission that matters!