Position Purpose:
The Administrative Coordinator provides comprehensive administrative, operational, and coordination support across the Engineering and Maintenance department. This role supports departmental leadership and broader team operations by enabling effective communication, coordinating workflows, supporting reporting processes, and ensuring alignment of day-to-day activities with business priorities. The position plays a key role in maintaining operational continuity, supporting the workforce and business processes, and facilitating cross-functional collaboration. The Administrative Coordinator contributes to meeting and event coordination, procurement and financial processes, travel logistics, internal communications, onboarding support, digital content maintenance, and departmental initiatives that support reliable and efficient site operations. All responsibilities must be executed in alignment with CSL’s patient-focused mission and Core Values, with a high level of professionalism, discretion, and organizational discipline.
Reporting Relationships :
- Role that this position reports to: Sr. Director, Engineering and Maintenance. This position has no direct reports.
Main Responsibilities and Accountabilities:
1. Departmental Coordination and Administrative Operations
- Coordinate day-to-day administrative and operational activities across the Engineering and Maintenance department to support business continuity and efficiency.
- Facilitate communication flow between leadership, team members, and cross functional partners.
- Support planning, scheduling, and coordination of departmental meetings, initiatives, and recurring business activities.
- Track action items, follow ups, and deliverables to support timely execution across teams.
- Maintain organized records, files, and administrative documentation in support of departmental operations.
- Handle sensitive and confidential information with discretion, accuracy, and professionalism.
2. Meeting, Event, and Activity Coordination
- Coordinate departmental meetings, workshops, business reviews, leadership sessions, onboarding activities, and special events.
- Manage end-to-end meeting logistics, including scheduling, room reservations, conference room setup requests, agendas, participant coordination, and follow-up communications.
- Coordinate catering and meal arrangements for meetings and departmental activities, including both internal food service providers and external vendors.
- Create purchase requisitions, purchase orders, or other required transactions to secure external resources, services, and event-related support.
- Coordinate logistical needs related to travel, meals, materials, room setup, and participant experience to ensure successful execution of activities.
- Ensure conference rooms, meeting spaces, and event arrangements are properly confirmed and aligned with operational requirements.
3. Onboarding and Employee Support Activities
- Support onboarding preparation for new hires within the department, including coordination of welcome logistics, communication with key support functions, and readiness of materials or resources.
- Assist with preparation of welcome items, workspace-related coordination, locker assignments, distribution list updates, and related onboarding tasks.
- Coordinate and communicate onboarding-related actions with supervisors and internal partners to support a positive new hire experience.
- Support employee engagement initiatives and departmental activities that promote a positive, inclusive, and collaborative work environment.
4. Procurement, Financial, and Administrative Process Support
- Support procurement activities using Ariba, including purchase requisitions, non-catalog transactions, invoice processing, and reconciliation of expenses.
- Coordinate Expense Authorization Request (EAR) processes, including review of supporting documentation, preparation of files, routing through DocuSign, tracking approvals, and follow up with Fixed Assets and Finance for SAP Internal Order creation.
- Maintain trackers, records, and supporting files related to EARs, purchase orders, invoices, and departmental administrative processes.
- Support Concur reporting for corporate credit card expenses, including preparation, documentation review, receipt management, and report submission in compliance with company policy.
- Ensure compliance with internal procurement, expense, and financial procedures.
5.Reporting, Data Management, and Business Support
- Maintain and update operational data, dashboards, trackers, and key performance indicators to support monthly reporting and business reviews.
- Prepare and maintain people related statistics and workforce metrics for Deep Dive presentations, Tier meetings, and other leadership review forums.
- Support development of reports, presentations, and business materials that provide visibility into departmental performance and trends.
- Compile, organize, and validate information used for leadership reviews, department reporting, and operational follow up.
- Ensure data accuracy, consistency, and timely availability across reporting tools and communication outputs.
6. Communication, Content, and Departmental Tools
- Manage and maintain departmental communication tools such as distribution lists, calendars, eBoards, internal pages, and other communication platforms.
- Lead the development, coordination, and distribution of internal communications, including official department announcements, newsletters, updates, and related messaging.
- Create visual and written communication materials using Canva and other tools to support employee communications, promotions, and departmental messaging.
- Develop, design, and publish official departmental announcements and communication content across platforms such as email, Collab, and other internal channels.
- Own and manage the Engineering and Maintenance newsletter end to end, including content creation, design, coordination, and publication.
- Support the creation, design, and publication of additional newsletters, including MRO, OES, and Reliability, in collaboration with key stakeholders.
- Publish and manage digital content on eBoards using Appspace tools, ensuring timely and accurate display of departmental communications.
- Update digital content and visual communications for departmental platforms, including eBoards and iNet pages, as permitted by access and training.
- Prepare written communications, presentations, and supporting documentation for leadership and departmental use.
- Ensure all communications are accurate, timely, professional, and aligned with business priorities, CSL Branding and standards.
7. Travel, Visitor, and Logistics Coordination
- Coordinate business travel arrangements, including flights, hotels, rental cars, and related logistics in Concur, in compliance with CSL travel policies.
- Maintain travel confirmations and provide travelers with complete itinerary information and supporting documentation.
- Coordinate visitor logistics, including site access communications, security notifications, visitor support, and related administrative arrangements.
- Support guest access needs such as visitor coordination and internet access guidance when applicable.
- Facilitate logistical planning for internal and external participants involved in departmental meetings, visits, and activities.
8. Organizational and Cultural Expectations
- Reinforce CSL’s Core Values of Patient Focus, Innovation, Integrity, Collaboration, and Superior Performance in all interactions.
- Demonstrate professionalism, accountability, sound judgment, and a high level of service in all responsibilities.
- Foster a respectful and collaborative environment that supports teamwork, continuous improvement, and effective communication.
- Comply with all safety requirements, including proper use of personal protective equipment (PPE) in designated areas.
- Support departmental and site expectations related to ethics, confidentiality, compliance, and operational discipline.
9. Other Responsibilities
- Attend staff meetings and document key outcomes, notes, and action items as needed.
- Provide backup support to administrative functions when required.
- Coordinate and manage office supply purchases to support departmental needs.
- Assist with document tracking, ad hoc reporting, and project-based support.
- Support preparation of delegation letters, name placards, announcements, and other administrative deliverables as assigned.
- Participate in meetings and forums to support alignment, communication, and business operations.
- Perform other duties as assigned by the supervisor, members of the Kankakee Leadership Team, or other authorized leaders in support of cross-functional collaboration.
Position Qualifications and Experience Requirements:
Education
- Bachelor’s degree in Business Administration or a related field required.
- Master’s degree preferred.
Experience
- Minimum of five (5) years of experience in an administrative, business operations, or coordination role supporting executive or senior leadership within a corporate, manufacturing, or global organization.
- Demonstrated experience managing complex administrative operations, including executive support, departmental coordination, and cross functional initiatives.
- Proven experience coordinating high level meetings, business reviews, leadership forums, and large-scale departmental activities.
- Experience managing procurement, financial processes, and administrative workflows, including systems such as SAP, Ariba, Concur, and DocuSign.
- Strong experience in reporting, data management, and preparation of business insights, including workforce or operational metrics for leadership presentations.
- Experience leading internal communications, including development of announcements, newsletters, and digital content across multiple platforms.
- Experience coordinating travel, events, vendors, and external service providers in a corporate environment.
- Experience working in a regulated industry such as pharmaceutical, biotech, or manufacturing preferred.
- Demonstrated ability to operate with a high level of autonomy, prioritize competing demands, and support executive level decision making.
Competencies
- Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
- High level of discretion and ability to handle confidential information appropriately.
- Advanced written and verbal communication skills, with the ability to develop, structure, and deliver clear, accurate, and impactful internal communications that support leadership messaging, influence understanding, and align employees with departmental priorities and decisions.
- Strong attention to detail and accuracy in reporting, documentation, and transactional processes.
- Proficiency in Microsoft Office Suite, as well as enterprise and business systems such as SAP, Ariba, Concur, DocuSign, and communication tools including Canva, Appspace, Collab, and iNet.
- Ability to quickly learn, adapt, and stay current with frequently changing systems, tools, and company policies.
- Strong analytical and critical thinking skills, with the ability to connect information across systems and processes to support decision making.
- Ability to coordinate complex activities involving multiple stakeholders, systems, and workflows.
- Strong interpersonal skills that support collaboration across all levels of the organization.
- Ability to work independently while maintaining alignment with business priorities.
- Commitment to CSL values, ethical behavior, and maintaining a professional and respectful workplace culture.
