Administrative Assistant

United States, Walkersville (Maryland)

Today, Lonza is a global leader in life sciences operating across three continents. While we work in science, there’s no magic formula to how we do it. Our greatest scientific solution is talented people working together, devising ideas that help businesses to help people. In exchange, we let our people own their careers. Their ideas, big and small, genuinely improve the world. And that’s the kind of work we want to be part of.

The HR Assistant will provide administrative support to the HR team to support Walkersville and its five satellite sites. Key deliverables within this role will be to assist with scheduling, reporting, employee communications, and HR initiatives.

Key responsibilities:

  • New Hire Orientation (NHO): deliver orientation presentation on behalf of HR for new hires. Provide support to welcome new employees, assist with logistics including system access and room set-up. Ensure employees submit F11 ticket for tax documentation and assist with completion of I-9. Provide back up support to the shared service provider for delivery of HR portion of NHO, where requested by the advisor.  

  • Process time sensitive HR communications through shared HR email and regular mail. Sort, evaluate and direct the flow of communication directly to the source or forward to HR Business Partners to determine next steps.  

  • Maintain employee file system by creating new hire files within 30 days of receipt of data and removing terminated employee files within 30 days of departure. Audit and send archived files to outsourced storage vendor annually, retrieving files upon request.

  • Digitalize files in an internal network drive, where appropriate.

  • Provide support during site audits and maintain site organizational charts, broken out by functional area.

  • Maintain the electronic job description repository by collaborating with business leaders to update them periodically or capture any new positions. Assist with pulling job descriptions, as needed.

  • Coordinate with health service providers to receive and process outgoing and incoming medical exam results.

  • Provide support with reporting and data reconciliations to HR Business Partners and business leaders, both scheduled and upon request.

  • Responsible for annual Affirmative Action Plan tracking and reporting as well as maintaining HR Legal posters for Walkersville and satellite sites.

  • Create and maintain several internal websites including intranet pages, SharePoint pages, and Microsoft Forms surveys.

  • Process invoices, create purchase orders, and order supplies/equipment.

  • Provide support for committees including tracking participation, ensuring appropriate documentation is complete, ordering Lonza apparel, and organizing post event pictures.

  • Assist with drafting employee communications around site reminders, general global reminders, and requests for actions within the HRIS.

  • Work with our Payroll department to request monthly reporting so that we can reconcile special payments. Review reporting and investigate any issues. Communicate with the appropriate HRBP and Payroll to resolve these.

  • Act as a representative of Lonza Walkersville at job fairs or branding events.

  • Provide back-up support to the Administrative Team, as needed.

  • Perform other duties as assigned.

Key requirements:

  • Associate's/ Bachelor's degree in Business Administration or knowledge through experience.

  • Ability to effectively communicate such that the message is received and understood with clarity and purpose.  

  • Ability to effectively interact, cooperate, collaborate and manage conflicts with key stakeholders and proactively communicate updates.

  • Highly proficient in MS Office Suite including Teams, PowerPoint, and Excel

  • Familiarity with HR software, preferably prior experience using Workday and Kronos

  • Ability to perform job duties well, even in stressful situations.

  • Ability to maintain confidentiality.  

  • Basic knowledge of labor laws

  • Ability to accomplish and complete assigned tasks while demonstrating a thorough concern/regard for all areas involved.

  • Ability to interpret and accurately follow directions.

Every day, Lonza’s products and services have a positive impact on millions of people. For us, this is not only a great privilege, but also a great responsibility. How we achieve our business results is just as important as the achievements themselves. At Lonza, we respect and protect our people and our environment. Any success we achieve is no success at all if not achieved ethically.

People come to Lonza for the challenge and creativity of solving complex problems and developing new ideas in life sciences. In return, we offer the satisfaction that comes with improving lives all around the world. The satisfaction that comes with making a meaningful difference.

Lonza is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a qualified individual with disability, protected veteran status, or any other characteristic protected by law. 

Reference: R56279