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23 Sep 2020

Full-Time Office Administrator / Campus Coordinator

Accuray Inc. Madison, Wisconsin, United States

Job Description

Summary:

The Coordinator acts as Accuray’s Madison campus point-of-contact for administrative services, internal company events, community involvement, and corporate giving. The Campus Coordinator addresses general site needs such as large meetings, phones, mail delivery, purchase orders, and visitors. In addition, the Coordinator provides support for on-site and visiting executives with schedule and travel management, high-level reporting, and records management.

  • Serves as the point person on Madison campus for office support and events, the latter in collaboration with AccuLife committees (community, learning, social, sports, etc.).
  • Manages contracts for outside services, creates Purchase Orders and provides expense report support.
  • Orders office supplies, handles intra-office mail routing and supply delivery and ensures administrative needs for campus buildings are met.
  • Facilitates logistics for general management and employee meetings on-site, including external audits.
  • Coordinates communication of executive messaging to internal parties (departments, direct reports, campus, etc.) with high quality and timeliness.
  • Partners with Customer Training Center to support external visitors.
  • Provides administrative support to the SVP of Operations and other executives, managing calendars, travel, and expense reports.
  • Manages the SVP’s meetings schedule, ensuring that a wide range of meetings from standard to complex, multi-party meetings, are optimally arranged on the calendar and that logistics, invitees, and materials for those meetings are available, of high quality, and ready in advance to ensure meeting effectiveness.
  • Generates reports, graphics, and spreadsheets/databases to support business reviews and other corporate activity.
  • Acts as back-up to Accuray’s third-party travel provider for executive travel, which at times requires after-hours availability.

Qualifications:

a. Required

  • More than five years’ site-wide and executive-level administrative support in a fast-changing environment.
  • Advanced MS Office and Office 365 capabilities (Outlook, OneNote, PowerPoint and Excel).
  • Highly-developed sense of urgency, with time management skills and ability to assist executives in their time management.
  • Ability to prioritize workload and projects.
  • Sharp attention to detail, accuracy, and timeliness.
  • Demonstrated good judgment and confidentiality.
  • Willingness to respond to urgent needs after hours, that is, go beyond what is expected.
  • Self-motivated, innovative, able to accomplish tasks with minimal supervision.
  • Able to project confidence when interacting with executives and to get along with a wide variety of employees; team player with presence.
  • Works well under pressure while exhibiting “can-do” approach where no task is too small in service of priorities.
  • The position requires an individual who is decisive, resourceful, and able to work autonomously; takes initiative; demonstrates excellent follow-through; and, has strong communication skills, both written and verbal.
  • Must exhibit a high degree of trustworthiness due to confidential nature of business information handled.

b. Preferred or Desired

  • Bachelor’s degree or equivalent.
  • Five years’ experience in medical device industry.

EEO Statement

At Accuray, our commitment to patient-first outcomes drives an inclusive and collaborative work environment where the best ideas rise to the top — and everyone works to push them further. We value diversity in both the professional and personal backgrounds of our employees, as this variety adds rich energy to every team, every project and every work day. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin – including individuals with disabilities and veterans.

How to Apply

Please apply via the provided Workday link

Job Types: Full-Time.

Job expires in 14 days.

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