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Administrative Project Coordinator

1 month ago

Whippany, United States Rose International Full time

Date Posted: 08/12/2024

Hiring Organization: Rose International

Position Number: 469123

Job Title: Administrative Project Coordinator

Job Location: Whippany, NJ, USA, 07981

Work Model: Hybrid

Employment Type: Temporary

Estimated Duration (In months): 13

Min Hourly Rate($): 40.00

Max Hourly Rate($): 49.00

Must Have Skills/Attributes: Administrative, Reporting, SAP, SharePoint

Job Description



***Only qualified Administrative Project Coordinator candidates located near the Whippany, NJ area to be considered due to the position requiring an onsite presence***



The Administrative Project Coordinator is responsible for the coordination and planning of all MA Americas department events, projects and initiatives as well as administrative support for the Head of MA Americas. This role also serves as the Administrative Leader for MA Head Americas, accountable for ensuring our administrative staff is consistently operating from a coverage, support and work share perspective.


Under limited supervision and acting on own initiative, performs a variety of diverse operational and administrative duties for Americas Radiology Medical Affairs. Assignments generally involve work of a confidential nature and require a thorough knowledge of the practices and procedures of the function, company products, policies and programs. The incumbent must carry out this role in accordance with departmental SOPs, corporate policies, and other legal & regulatory requirements.



Education Requirements:


• Bachelor's degree with 2 years of relevant experience, OR Associate's degree with 4 years of relevant experience, OR HS diploma with a minimum of 5 years of relevant experience



Required Skills for the Administrative Project Coordinator:


• Proficiency in PC applications such as MS Word, Excel, PowerPoint, SAP and SharePoint


• Ability to manage multiple competing priorities


• Strong interpersonal skills and highly organized


• Able to work with employees at all levels of the organization


• At least 1-2 years of experience in Pharma required


• Fluent in English, both written and spoken required


• Knowledge of budget, financial and controlling deliverables


• High level of commitment, even in changing locations, projects and strain, or in foreign languages


• Ability to deal adequately with confidential topics.


• Demonstrate problem solving abilities and judgement. Quickly and thoroughly identifies issues and proposes solutions.


• Ability to work with little specification and guidance


• Ability to easily cope in our complex matrixed global environment



Administrative Project Coordinator Responsibilities:


• Supports all business events, operational tasks and administrative needs for MA Americas in the area of implementation of meetings, compilation and formatting of confidential presentations / documents and further tasks.


• Support the preparation, planning and implementation of internal and external meetings.


• Demonstrates excellent customer focus skills and may serve as a liaison for internal / external customers.


• Provides administrative direction and guidance assisting in problem solving / resolving conflicts, directing and prioritizing workflow and handling / coordinating all administrative processes in a timely manner.


• Support for various MA North America and LATAM Strategy cost centers for Radiology processing, planning, and identifying potential of cost savings. Controlling within the cost center, including independent preparation of the budget meetings including:


- Review of operating costs and if necessary, initiation of required measures


- Processing of contracts and invoices (monitoring and confirmation)


- Support the head of MA Americas in the planning and implementation of the LT and extended LT meetings, contributes to the planning and implementation of various MA initiatives, strategies, processes and projects and employee development.


• Amplify MA visibility and communication by arranging and contributing to townhall meetings and other critical department communication opportunities.


• Provides ongoing leadership, guidance, training, coaching and counseling to administrative staff for Americas MA. As appropriate, establishes and supervises workflow and departmental standards. Conducts support staff meetings as necessary.


• Supporting, organizing and implementing cross-functional initiatives through independent coordination and organization events, communications and training


• Assumes responsibility, managing Americas MA owned databases / SharePoints and supporting with RA databases


• Assembles and analyzes information; prepares reports, manuals, agendas, correspondence and memorandum as guided by general company practice


• Establishes and maintains departmental information and develops materials of importance to department


• Assists in meeting planning and preparation work needed, e.g., drafting agendas and broader communications


• Coordinates details of departmental meetings and/or on and offsite conferences and events


• Arranges business travel and support with expense reporting


• Responsible for managing time tracking entries and system reporting


• Responsible for managing on-boarding / off-boarding of employees and interacting with local and global IT and HR functions in support of these activities


• Performing additional responsibilities as required

  • **Only those lawfully authorized to work in the designated country associated with the position will be considered.**


  • **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**



Benefits:

For information and details on employment benefits offered with this position, please visit here. Should you have any questions/concerns, please contact our HR Department via our secure website.

California Pay Equity:

For information and details on pay equity laws in California, please visit the State of California Department of Industrial Relations' website here.

Rose International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender (expression or identity), national origin, arrest and conviction records, disability, veteran status or any other characteristic protected by law. Positions located in San Francisco and Los Angeles, California will be administered in accordance with their respective Fair Chance Ordinances.

If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department.

Rose International has an official agreement (ID #132522), effective June 30, 2008, with the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Verification Program (E-Verify). (Posting required by OCGA 13/10-91.).