Project Coordinator

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Job description

Perform administrative, clerical & process support duties, to include a wide range of confidential administrative duties. Assist the department leadership team in document controlling, scheduling, meeting logistics, social activities, travel coordination, presentation development, onboarding & KPI tracking. Work with the project team on matters requiring a high level of confidentiality. Support department leadership, project managers and analysts to establish analytics through building data models utilizing visualization tools, to include data conversion to prepare various insights for decision-making .

RELATIONSHIPS

Director

ESSENTIAL FUNCTIONS

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Own/lead projects as assigned under direction of department leader, to include overseeing the project flow process from origination through to completion within the defined scope, cost & time constraints

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Own calendar, manage schedule, anticipate needs & effectively manage director's time, while meeting the needs of the customer, to include owning the meeting action list and following up with action owners to ensure completion according to schedule

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Maintain & create & update reports/department metrics using Excel & PowerPoint, SharePoint, Teams, Tableau, Power BI, etc.

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Plan, design & execute both meetings/off-site events as well as virtual meetings & events. Create, design &/or edit presentations for meetings & events

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Plan all internal meetings & events for the department; manage the agenda, logistics, presentations, coordinate output & actions, catering & off-site events

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Manage & coordinate complex travel arrangements/itineraries while ensuring flights, accommodations, ground &/or rental transportation are reserved, to include preparing & submitting expense reports on behalf of management in compliance with company travel policies

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Support the Project Office team with tasks & social activities as needed. Support internal social media campaigns related to the Project Office

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Support New Hire Onboarding activities for newly hired employees, to include contingent workers: ensuring initials have been assigned to support system access requests, set-up of workspace (desk, phone, required IT equipment), welcoming new employee/contingent worker & other related support as needed

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Order & maintain supplies needed to support the team/department

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Set up & maintain 5S standards for documentation, admin & storage areas

2

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Support project managers through data collection & analysis, to include translation into visual dashboards

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Suggest & implement process improvement & standardization updates

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Support Project Office data analysis to develop data visualization solutions through data acquisition and transformation into dashboards, to include supporting development of dashboard solutions that align with department strategies and are compliant with the company's architectural and operating standards/requirement

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Recommend and develop improvements in data visualization to drive department acceptance/use of designated data analytic tools for problem identification, process improvement and KPI trending

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Follow all quality requirements in the performance of duties, including compliance with FDA regulations and guidelines as they relate to computer-based information systems

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Follow all safety and environmental requirements in the performance of duties

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Other accountabilities, as assigned

PHYSICAL REQUIREMENTS

Physical Requirements

Physical Requirement Details

• Ability to work in an open office environment with the possibility of frequent distraction. • Ability to travel up to 10% of the time.

(% can change on a case-by-case basis based on the role.)

DEVELOPMENT OF PEOPLE

Development of People

Not Applicable

QUALIFICATIONS

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Bachelor's Degree in Business Administration, Communication or related field of study from an accredited university required

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May consider an Associate's Degree in Business Administration or a related field of study from an accredited university with a minimum of two (2) years of experience working in an administrative position required, preferably in a pharmaceutical industry

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May consider a High School Diploma or equivalent with a minimum of four (4) years of experience working in an administrative position required, preferably in a pharmaceutical industry

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Minimum of two (2) years of experience working in an administrative position preferred

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Ability to utilize data to prepare presentations required

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Ability to learn how to create data dashboards to support leadership team in providing information resources to ensure intelligent decision-making/recommendations for key stakeholders preferred

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Ability to problem solve & independently navigate assignments preferred

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Strong knowledge & experience using Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and MS Teams required

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Experience with data managing tools including, but not limited to: Tableau, Alteryx, Power Platform (Power BI, Power Apps, etc.) RPA/RDA a plus

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Knowledge of SAP preferred

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Demonstrated skills in identifying and leading small to medium scale improvement projects a plus

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Ability to apply a broad range of expertise of principles, methods, practices, standards, procedures, and compliance requirements of a particular business function in designing and developing dashboards and presentation a plus

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Excellent organization and communication (written and verbal) skills required

Core Competencies

Demonstrates values-based competencies in line with the core values that are the foundation of all activities performed by employees in order to achieve the Mission of the Company:

Seek Understanding

o Seek to understand the thoughts and feelings of self and others o Manage self and stay calm even under pressure

o Demonstrate empathy and take care of others

o Display an inclusive mindset and respect the diversity in others

Build Teams

o Ensure a health, engaging and inclusive work environment o Build trust and relationships across functions and cultures o Recognize and motivate teams for high performance

o Inspire and support others through times of change

Accelerate Development

o Actively coach and provide feedback

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Core Competencies

Demonstrates values-based competencies in line with the core values that are the foundation of all activities performed by employees in order to achieve the Mission of the Company:

o Ensure on-going dialogue about performance and development o Provide challenging opportunities to foster growth

o Identify and develop diverse talents and successors

Set Direction

o Communicate a compelling purpose and vision with passion and urgency o Translate strategy into ambitious goals with clear priorities

o Make bold decisions and take risk

o Seek new and innovative solutions

Drive Outcomes

o Demonstrate agility and adapt quickly to changes

o Hold self and others accountable

o Delegate and empower others to take action

o Keep things simple and eliminate unnecessary complexity

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