Administrative Operations Specialist

1 week ago


Fremont, California, United States Bayside Solutions Full time
Job Summary:

We are seeking a highly organized and detail-oriented Administrative Operations Specialist to join our dynamic Medical Affairs team at Bayside Solutions, Inc. As a key member of our team, you will assist various business functions with purchasing system processes, ensuring compliance with internal policies throughout the contract lifecycle.

Key Responsibilities:
  • Contract Management: Execute agreements with Medical Affair's suppliers, including consulting agreements, service agreements, and statements of work across the team.
  • Activity Tracking: Manage and track Medical Affairs activities, maintaining a centralized database for tracking contract status.
  • Document Management: Archive and maintain document repositories as relevant per process requirements.
  • Communication and Support: Provide comprehensive support to the Medical Affairs team, including scheduling meetings and preparing documentation, and manage and maintain communications with stakeholders in a proactive and timely manner.
Requirements and Qualifications:
  • Bachelor's degree and 1-3 years of experience in a relevant administrative role (procurement, contract management, purchasing departments) in the pharmaceutical industry.
  • Proven experience in contract administration or a similar role.
  • Strong interpersonal and communication skills to interact daily with diverse cross-functional stakeholders.
  • Excellent organizational skills, detail-minded, results-oriented, and driven to complete projects on time with high quality.
  • Advanced capability with MS Office software (Excel and Word), contract management software applications, Coupa, and Smartsheets.
Desired Skills and Experience:

Procurement, contract management, purchasing, pharmaceutical, Excel, Word, Coupa, Smartsheets.



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