Administrative Specialist at Zoetis

Kalamazoo, Michigan, United States

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Not SpecifiedCompensation

Junior (1 to 2 years), Mid-level (3 to 4 years)Experience Level

Full TimeJob Type

UnknownVisa

Pharmaceuticals, Veterinary MedicineIndustries

Requirements

High School or equivalent
Minimum of 5 years in an Administrative role
Excellent written and verbal communication in English
Strong interpersonal skills and customer focus
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Superior attention to detail, multitasking, and prioritization abilities

Responsibilities

Coordinates FDA/Center for Veterinary Medicine Correspondence with Regulatory Managers and database system
Maintains calendars, prepares expense reports, and coordinates travel arrangements
Serves as Veeva Vault Gatekeeper of CVs and JDs for the assigned group
Arranges off-site and on-site departmental meetings, videoconferences, and candidate interviews
Performs administrative tasks for on- and off-boarding of colleagues, interns, and contingent workers following established process checklists
Creates and maintains various spreadsheets and databases and processes check requests, purchase orders, and invoices, as required
Assists with maintaining and updating SharePoint sites
Supports management with preparation of PowerPoint presentation materials, Word documents and Excel spreadsheets, as required
Arranges guest office accommodations and other facility provisions for site visitors
Orders office supplies as needed
Maintains phone contact lists, email distribution lists and organizational charts
Provides back-up coverage for other administrative personnel while they are out of the office
Tracks and archives annual state EPA product licensing renewals
Provides technical support to the regulatory managers, as needed, including but not limited to CARES Act reporting, bilingual labeling changes for EPA products, drug listing and establishment registrations

Skills

Key technologies and capabilities for this role

Veeva VaultSharePointMicrosoft ExcelMicrosoft PowerPointMicrosoft WordCalendar ManagementTravel ArrangementsExpense ReportsFDA CorrespondenceOnboardingOffboardingPurchase OrdersInvoices

Questions & Answers

Common questions about this position

Is this position remote or office-based?

This is an office-based position located in Kalamazoo, MI.

What are the essential technical skills required for this role?

Essential skills include excellent written and verbal communication in English, strong interpersonal skills and customer focus, and proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Superior attention to detail, multitasking, and prioritization abilities are also required.

What education and experience are required for the Administrative Specialist role?

A high school diploma or equivalent is required, along with a minimum of 5 years in an administrative role. Experience with a pharmaceutical company is desirable.

What is the salary or compensation for this position?

This information is not specified in the job description.

What kind of collaboration is expected in this role?

The role requires thriving both independently and collaboratively, close collaboration with other VMRD administrative professionals on projects, and regular interaction with Regulatory Affairs – CMC, Regulatory Affairs – Pharma, and the Zoetis Administrative Professionals Team (ZAPT). It also involves providing back-up coverage for other administrative personnel.