Administrative Coordinator Medical Affairs

Specific Job Requirements

• Provides administrative and clerical support to the Medical Affairs department, mainly LIVE and Oncology Therapeutical Areas.
• Under manager's direction, creates draft reports, documents, presentations, and templates using raw data. May gather data using internet searches.
• Provides administrative support for Medical Affairs activities and ensures process compliance; prepares contracts with Health Care Professionals and organizations; prepares and organizes documents for review and internal approval processes.
• Coordinates events of various scope, which includes the planning and organization of specific event activities. Liaises with guests and speakers to assess needs and coordinates activities such as travel, accommodation, expense reports and tools and materials for presentations. May coordinate group lease cars requirements and activities (at International Locations).
• Liaises with external agencies or organizations to coordinate activities which are important to the function of the department.
• Monitors budgets regularly and prepares actual vs target analysis.
• Supports the organizational development and, as such, supports projects of various scope, including those improving processes or implementing new and/or revised software or other tools.
• Maintains inventory of supplies for the department, prepares general correspondence, creates, and maintains files; interacts with vendors, ensuring user training, etc.
• Maintains calendars, schedules meetings and events, and makes travel arrangements as needed.
• Prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
• Arranges for needed resources to meet timelines.
• Ongoing, acts as a resource to other administrative assistants and is cross trained to cover for another administrative assistant if he/she is out of the office for an extended period. Assists in the orientation of new administrative assistants and other staff.