Senior Administrator, Quantitative Sciences

3 days ago

Boston MA United States AstraZeneca GmbH Full time

This is what you will do:

The Quantitative Sciences - Senior Administrator will provide administrative support and assist procure-to-pay and financial reporting activities for the QS organization, including the Biostatistics, Statistical Programming, Epidemiology, and Medical Writing functions. Administrative support activities may include recruiting assistance (coordination and scheduling of candidates), planning and execution of department events and meetings, financial reporting, operations tracking, etc. Additional focus will be placed on supporting QS Business Operation leads and department management by collaborating with the R&D Global Strategic Sourcing team members to ensure timely completion of contract agreements, change orders, and other legal documents with third parties. This role is expected to handle transactions that are time sensitive and critical to maintaining tight project deadlines. The individual filling this role must be able to function efficiently and effectively in a fast-paced professional environment. It is important to have the mindset, personal skills, ambition, and desire to manage multiple tasks with competing priorities and deadlines. Adherence to operational processes and internal policies are essential and central to this position. Candidates must have the ability to interact effectively with all levels of employees and be able to tactfully manage internal client expectations. The position may also support the development of business analytics tools for the reporting, display, and presentation of department financial data.

You will be responsible for:

  1. Administrative coordination responsibilities

    • Coordinate both small and large meetings, conference calls and global video conferences including advanced preparation of materials and audio/visual facilities.

    • Coordinate department trainings and events including event vendor management, budget, and execution.

    • Manage department distribution list.

    • Assist in new employee onboarding and offboarding activities.

    • Manage department travel budgets and CO2 utilization reports.

    • Assist with tracking of QS clinical trial transparency and disclosure deliverables.

  2. Contracts Administration

    • Support weekly contract deliverables meeting to ensure timely turnaround of department contracts and change orders.

    • Support the management of contract workflows including, but not limited to:

      • Prioritize daily requests into the contract management system (Zycus).

      • Monitor the contract management system (Zycus) approval process to ensure workflows occur on a timely basis.

      • Submit contracts and change orders into our business spend management platform (Coupa) and drive corresponding approvals in a timely manner.

  3. Business Operations

    • Manage the flow of documentation ensuring a smooth operation from contract to invoicing.

    • Align efficient business operations with stakeholder satisfaction.

    • Identify critical pain points in current processes and identify opportunities for continuous improvement.

    • Collaborate with Global Financial Business Service (GFBS) partners to ensure that all procure-to-pay and vendor onboarding processes are followed.

    • Act as the central point of contact for business owner, vendor, GFBS inquiries, and issue resolution.

    • Coordinate vendor entry of the monthly accrual process in partnership with R&D Accounting.

      • Evaluate submitted accrual estimates received by vendors and business owners.

      • Record accruals in our business spend management platform, Coupa.

You will need to have:

  • High School Diploma and 5+ years relevant experience.

  • Experience working with contract management.

  • Good level of multi-tasking ability; able to learn quickly in a fast-paced, matrixed environment.

  • Strong customer service skills.

  • Candidate must possess excellent interpersonal, written, and verbal communication skills with a minimum of 5 years of experience using MS Office Suite (MS Word, Excel, PowerPoint, and Outlook).

  • Ability to problem solve and follow-up on urgent matters in a timely manner.

  • The duties of this role are generally conducted in an office environment. As is typical of an office-based role, employees must be able, with or without an accommodation to: use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others; maintain general availability during standard business hours.

We would prefer for you to have:

  • Bachelor’s Degree preferred.

  • High level of business and organizational skills.

  • Excellent oral and written communication skills.

  • Able to effectively present information and assist others.

AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.

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