Accountability-Administrative Support to a Department/Project Management team
Maintain an up-to-date list of contacts, team lists, absences and
Organize travel and reimbursement of expenses in ARIBA
Review administrative requirements for client and
internal kick-off meeting including: binders required,
invitations, travel and room arrangements
• Filing: Set up, maintain and archive the PM file and PM
specific CORE file, per procedures and guidelines (paper)
• Maintain PM Non-Central Files and Central Files electronic
documentation and any required PM Central Files original
paper documentation, per procedures and guidelines (P- MED)
Set up, if required, centralized team electronic
communication and filing tools, e.g. shared outlook mailbox
Compose professional business correspondence to clients and
Print, copy, and fax and/or mail correspondence, reports,
Arrange, assist, and support team meetings, telephone
conferences, client meetings, investigator meetings as
appropriate, taking minutes and assist in follow-up actions as required
Prepare presentation materials and binders for meetings
Assist the Team Manager in requesting access for team members to
Maintain knowledge of resource availability and provide creative
solutions to resourcing problems
Maintain departmental utilization spreadsheet on a monthly basis
Update project assignment sheets, Dashboards and other reporting
tools on a daily/weekly/monthly basis
Maintain ongoing awareness of study progress for regional MWS
Monitor project timelines for all projects and assess impact on
month end activities
Be familiar with MWS Department SOPs and guidelines
Be able to provide short-term ‘basic’ cover for absence of Operations
Provide administrative support, including project-related admin, as
General office organization, ensuring appropriate facilities are
available and maintained including filing cabinets, fax/mail in-trays,
printers, fax machines and the Medical Services telephone hotline
Order and maintain departmental supplies and equipment as required
Maintain departmental documents and tables
Assist in the monthly set-up, preparation and distribution of the activity
Provide orientation of new Medical personnel, specifically with
respect to workstation and other business facilities set-up
Knowledge and Experience:
Proven experience in a similar role.
Some experience within a contract research organization or pharmaceutical firm or
evidence displayed of aptitude for the role.
Bachelor’s degree in Technology
Good knowledge of relevant software (MS Windows, PowerPoint) with excellent working
knowledge of Excel and Word.
Excellent interpersonal, verbal and written communication skills.
Highly organized with the ability to prioritize workload and manage multiple, potentially
conflicting deadlines with attention to detail.
Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with
attention to detail.
Possess a positive attitude.
Ability to work independently with minimal supervision and function effectively as a team
Willingness to work in a matrix environment and to value the importance of teamwork.
Accurate and detail oriented.
Capable of handling confidential issues in a professional manner.
Project management (planning and monitoring).