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Corporate Opportunities

Department Specialist, BioLife University

Appleton, Wisconsin
Job ID R0105039

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Job Description

This is a hybrid position working in BioLife University (Appleton, WI) and remote.


  • Provide administrative support to the BioLife University Lead.
  • Responsible for the professional and efficient management of the office building.
  • Provide reports and presentations utilizing MicroSoft Suite.
  • Manages details and deadlines and supports multiple customer needs


  • Administrative Responsibilities
    • General office duties to include phone coverage, mail distribution, faxing, filing, photocopying, ordering supplies, conference room setup and office errands
    • Maintains calendars, plans, and schedules meetings and appointments for the BioLife University Lead
    • Prepares travel plans, processes expenses, and coordinates guest arrangements
    • Creates spreadsheets and statistical reports; composes correspondence; manage databases; and creates presentations, reports and documents using desktop software
    • Coordinates the logistics for various Training & Development initiatives
    • Manages and secures resources for meetings, conferences, travel, and functional operations
    • Maintain thorough documentation of decisions made, including the rationale behind them.
  • Facility Management
    • Operates and troubleshoots new office technologies
    • Initiates, coordinates, and monitors maintenance work orders to ensure the upkeep of the building and property
    • Negotiates with vendors
    • Receives and processes invoices and ensures timely payments
    • Reconciles department budget and reports to BU Lead any discrepancies or areas of concern
    • Manages communication with Sr. Levels of management and possibly on a global basis
  • Training Department Support
    • Supports the coordination and implementation of team engagement activities
    • Assist with special projectsas requested by BioLife University Lead


Technical/Functional (Line) Expertise

  • Proficient internet skills encompassing website navigation and SharePoint utilization.
  • Effective written and oral communication
  • Demonstrate proficiency in utilizing information technology to enhance operational efficiency.
  • Demonstrates adept planning for efficient workflow management.
  • Exhibits meticulous attention to detail
  • Monitor and maintain assigned content of various training systems (e.g., LMS, DMS).
  • Possesses advanced proficiency in the MS Office suite (including Word, Excel, PowerPoint, SharePoint, etc.).
  • Capable of occasional domestic travel, not exceeding 5% of working time.
  • Flexible with extended work hours to meet deadlines and operational requirements.
  • May entail observation within a plasma environment as needed.


  • Integrity
  • Fairness
  • Honesty
  • Perseverance
  • Putting the patient at the center
  • Building trust with society
  • Reinforcing our reputation
  • Developing the business
  • Safety, Care, Presentation, and Efficiency

Decision-making and Autonomy

  • Demonstrated ability to multi-task and prioritize
  • Analyzes conditions thoroughly and reaches independent decisions
  • A skilled problem solver, capable of identifying challenges, analyzing root causes, and devising practical solutions.
  • Possess the discernment to differentiate between simple tasks that can be resolved quickly and intricate issues that require careful consideration and analysis.
  • Possess the acumen to assess the potential outcomes of their decisions, considering both immediate and long-term implications for the team, department, or company.
  • Demonstrates a solid ethical compass. Their decisions should align with the organization's values, policies, and legal guidelines.
  • Consult relevant stakeholders, seeking input from team members and fostering a cooperative environment that contributes to well-rounded choices.


  • Reports to the BioLife University Lead (internal)
  • Consult and advise with the center’s management team (internal)
  • Collaborates with HQ personnel on projects and initiatives (internal)
  • Collaborates with BioLife University Leadership and Support Teams (internal)


  • Able to develop, create and cost-saving solutions to challenging problems
  • May participate in the management of projects and new initiatives within the centers or across the HQ network.


  • Refers to the Manager for guidance on complex, medium-impact, or above decisions
  • Refers to the technical team for escalated center-impacted concerns


  • Essential: Associate's degree in a scientific or business discipline or a minimum of 5 years of administrative experience or an equivalent combination of education and experience.
  • Desired: Bachelor’s degree in administrative or business discipline.


  • FLSA Classification (US) – Non-Exempt
  • Other duties and responsibilities as assigned.

EEO Statement

Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, parental status, national origin, age, disability, citizenship status, genetic information or characteristics, marital status, status as a Vietnam era veteran, special disabled veteran, or other protected veteran in accordance with applicable federal, state and local laws, and any other characteristic protected by law.


USA - WI - Appleton - Schroth Ln B

Worker Type


Worker Sub-Type


Time Type

Full time

Applying Here

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1. Your Initial Application

Once you’ve found a job that’s right for you, follow the instructions on screen and submit the information required.

2. Your First Review

One of our Hiring Managers will review your application and reach out to you if we think you’re a good fit.

3. Your First Interview

We’ll arrange a time for us to meet virtually or in person. Depending on the role and market, there may be more than one interview.

4. Job Offer

If you’re successful in the interview process, we’ll get in touch with you to make a job offer.

5. Pre-Employment

After electronically accepting your offer, you’ll receive communications electronically which will guide you through the pre-employment process.

6. Onboarding

Once you complete the pre-employment process, we’ll arrange a date for you to join the team, with an onboarding session taking place in your first few weeks at the company.

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