Administrative Coordinator - Parsippany, United States - TekWissen LLC

Description

Job Description

Job DescriptionOverview: TekWissen Group is a workforce management provider throughout the USA and many other countries in the world. The below job opportunity is with one of our Biotech clients who researches develop and commercializes drugs. The company focuses primarily on antiviral drugs used in the treatment of HIV, hepatitis B, hepatitis C, and influenza, including Harvoni and Sovaldi. Position: Administrative Coordinator Location: Parsippany, NJ 07054 Duration: 6 Months Job Type: Part Time Work Type: Onsite
Description:

• This position supports the TA Communications and Patient Advocacy teams within Client location Public Affairs.
• These two groups are responsible for external communications about the company's marketed and pipeline products and therapeutic areas, as well as our engagement with community / patient advocacy groups across all Client therapeutic areas.

Your primary responsibilities will include, but will not be limited to: Administrative:

• Scheduling meetings (including web conferences and teleconferences) while being conscious of location, travel time, and multiple time zones
• Prioritizing external and internal meetings based on urgency
• Organizing and maintaining department fi les and processes
• Preparing expense reports, processing work orders, and managing purchase orders on Client internal systems. Using discretion and judgment in scheduling appointments and telephone calls.
• Preparing meeting agendas to include any relevant documents necessary.
• Working confidently and efficiently while engaging colleagues in many different Client work locations

Project/Departmental Management:

• Managing short- and long-term projects and initiatives in collaboration with members of the Communications and Patient Advocacy teams
• To include project tracking, agency and Patient Advocacy group follow-up, Advocacy or media event planning and execution, internal coordination of Client attendance at external events, cross-functional project engagement with other Client partners)
• Tracking team budget including payment of invoices and orders, working closely with Finance and agencies to monitor costs and assisting with monthly reconciliation
• Managing daily media monitoring distribution to Departmental and Company leadership

Essential Duties and Job Functions:

• Supports manager and broader team for tasks including travel arrangement, expense processing, agreement and contract processing, meeting coordination and scheduling, and on-boarding of new employees
• Project management
• Tracks team budget, purchase orders and invoices
• Triages incoming queries from the media / public
• Manages routing of media monitoring
• Gathers, collects, records, tracks and verifies information from multiple sources, and conducts internet searches as directed, liaises with external agencies or organizations to coordinate activities
• Helps to coordinate communications and logistics for external and internal events
• Interacts with a variety of internal and external stakeholders
• Handles confidential information with discretion and in compliance with all regulations

Knowledge, Experience and Skills:

• Requires a minimum of a high school diploma plus a minimum of 4+ years administrative experience
• Experience in regulated industry required, healthcare or pharmaceutical industry experience preferred
• Ability to work in a fast-paced environment with changing priorities
• Experience working within mid-large organizations preferred
• Technically savvy - able to learn nuances of different systems and databases
• Experience working in databases, specifically SAP or other financial systems
• Excellent verbal, written, and interpersonal skills are required
• Works under limited supervision and may receive general direction on new lines of work or special assignments

TekWissen Group is an equal opportunity employer supporting workforce diversity.