Administrative Operations Specialist

2 days ago


Santa Clara, California, United States Bayside Solutions Full time

Job Title: Contracts and Administrative Operations Specialist

Job Summary:

We are seeking a highly organized and detail-oriented Contracts and Administrative Operations Specialist to join our dynamic Medical Affairs team. 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.

Duties and Responsibilities:

  • Manage and track Medical Affairs activities, ensuring timely completion of tasks and projects.
  • Execute agreements with Medical Affair's suppliers, including consulting agreements, service agreements, and statements of work across the team.
  • Maintain a centralized database for tracking contract status, ensuring accurate and up-to-date information.
  • Archive and maintain document repositories as relevant per process requirements.
  • Provide comprehensive support to the Medical Affairs team, including scheduling meetings and preparing documentation.
  • 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, attention to detail, and ability to work independently in a fluid environment under tight timelines.
  • 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

Bayside Solutions, Inc. is an equal opportunity employer and welcomes applications from diverse candidates. We are committed to creating an inclusive work environment and encourage candidates from underrepresented groups to apply.



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