Job Details

  • Title: Administrative Coordinator
  • Code: RCI-GILD-06496
  • Location: Foster City California (CA) 94404
  • Posted Date: 06/12/2019
  • Duration: 12 Months
  • Status: Open
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  Job Description

Specific job responsibilities: 

  • Provides administrative and clerical support to an individual manager and department 
  • Coordinates agendas for department meetings and drafts minutes 
  • May spend significant amount of time coordinating functional administrative activities that support the Regulatory Documentation and Submissions department 
  • Collaborates with other Administrative Assistants in Regulatory Affairs to provide cover and assist them with other duties 
  • In addition to the Administrative Assistant responsibilities, provides administrative and clerical support to the department’s interview process, which includes creating and distributing agendas, collecting assessment forms, and scheduling and making travel arrangements 
  • Create purchase orders, work with space planner to assign/finding office space, book events, travel, and process expense reports.
  • Order office supplies as needed by individual or team. 
  • Organizes and schedules department meetings; works with the AV support group to ensure video conferencing is seamless; Organizes catering for meetings 
  • Ensures computer equipment, and all new hire materials are arranged for the person’s first day at client.
  • Own and update Outlook distribution lists and maintain them throughout the year, manage multiple calendars for Senior Leadership when needed 
  • Creates or may assist in the creation of presentation materials 
  • Manipulates Excel spreadsheets into different sorts and formats and works with Word, PowerPoint documents as directed by immediate manager. 
  • Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources. 
  • Liaises with external agencies or organizations to coordinate activities that are important to the function of the department. 
  • Lead the onboarding of new contractors. Maintain and update any instructions or tools for contractor onboarding. Address administrative issues for RDS contractors. 
  • Track and archive monthly invoices for Medical Writing
  • Support the collection, analysis, and communication of contractor metrics 
Specific education and experience requirements: 
  • Requires a minimum of a high school diploma plus 2+ years administrative experience