Administrative Coordinator

3 weeks ago

Parsippany, United States Rangam Full time

**Hours - 8am - 5pm T/W/Th**

**Location - ONSITE**

**Responsibilities**:

- The Administrative Coordinator, US Public Affairs, will report to the Vice President of US Public Affairs.
- This position supports the TA Communications and Patient Advocacy teams within US 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**:

- **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

**Job Type**: Contract

Pay: $38.00 - $40.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

**Education**:

- High school or equivalent (required)

**Experience**:

- Administrative assistant: 4 years (required)
- databases such as SAP: 2 years (required)
- healthcare or pharmaceutical: 1 year (required)

Ability to Commute:

- Parsippany, NJ 07054 (required)

Ability to Relocate:

- Parsippany, NJ 07054: Relocate before starting work (required)

Work Location: In person

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