Site Administrative Assistant

Mission

The Site Administrative Assistant ensures that the IBA site is operationally fit for purpose, making it possible for parts and supplies to be in stock, calendars are up to date, health and safety are monitored and coordinated; invoices, records and overall operation of the site runs smoothly, so cancer patients may be treated with care, colleagues are in the know, and the overall support and administration of the site is in harmony with our values and aligned with IBA’s mission.

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.
• Assist the Environmental Health and Safety (EHS) department in the communication and enforcement of safety and respect regulatory rules and guidelines.
• Order parts, supplies, and equipment for site needs.
• 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. 
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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.
• SAP knowledge a plus.
• ADP knowledge a plus.
• SalesForce and ServiceMax a plus.

And you also are:

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

Life at IBA

At IBA, we deeply value diversity and are an equal opportunity employer by choice. We consider all qualified applicants equally for employment. We do not discriminate on the basis of race, color, national origin, ancestry, citizenship status, protected veteran status, religion, physical or mental disability, marital status, sex, sexual orientation, gender identity or expression, age, or any other basis protected by law, ordinance, or regulation.