Administrative Coordinator I

Location
Sleepy Hollow, NY, United States
Posted
Feb 22, 2019
Ref
14958BR
Required Education
Bachelors Degree
Position Type
Full time
Known for its scientific and operational excellence, Regeneron is a leading science-based biopharmaceutical company that discovers, invents, develops, manufactures, and commercializes medicines for the treatment of serious medical conditions. Regeneron commercializes medicines for eye diseases, high LDL-cholesterol, atopic dermatitis and a rare inflammatory condition and has product candidates in development in other areas of high unmet medical need, including rheumatoid arthritis, asthma, pain, cancer and infectious diseases.

Summary:

The Coordinator is a highly visible position that reports directly to the Executive level and interfaces with Senior management, supports the day to day workings of the Trade and Market Access teams and interfaces with vendors as well as other departments including Operations, Sales, and Brand/Marketing teams. The Coordinator is responsible for managing the day-to-day operations of the Executive Director's office which includes heavy calendar management, coordination of complex meetings, engagement with vendors to address purchase orders and contract documentation, designing and creating presentations for management from department information and completing spreadsheets and other process documents reflective of the Trade area and Market Access activity. Coordinator is also responsible for coordinating team meetings, completing Executive Director expense reports and making travel arrangements. The Coordinator will be responsible for coordinating special projects as assigned and ensuring sensitive data is held in confidence and maintained within the department.

Responsibilities:

Budgets / Projects

• Facilitate departmental interactions with Procurement, including:

o Submit procurement requirements: Confidential Disclosure Agreements (CDAs), purchase requisitions, and bid exceptions, change orders

o Track requisition approval status, assignment of Purchase Orders (POs), and invoice payments

o Track spend vs. budget for overall department as well as individual antibodies molecules and indications - includes strong coordination with Finance and excel proficiency

o Track secondary/syndicated subscriptions, user credentials, and renewal dates

• Coordinate department meetings including agendas, minutes and any survey-type activities - documenting objectives and key questions, creating and fielding surveys, and summary of results, as needed, follow up on agenda items for completion

• Assist the department to manage all Regeneron and collaboration product budgets (Global & US and ex US) to remain within their quarterly and year end forecasts

• Coordinate basic administrative workflows within the department and may help streamline processes.

Technology

• SharePoint management of department website including but not limited to:

o Maintain department Sharepoint site including archives of documents and maintaining user access to confidential materials.

o Organize, create, maintain, and upload documents

• Ensure sensitive data is maintained

• Reconcile monthly departmental Puchasing card and Travel & Expense card expenses in accordance with the budget

• Manipulating picture files, electronic filing, scanning hardcopy documents, creating folder structures, and creating and maintaining databases

• Prepare presentations and spreadsheets as requested

Logistics

• Make travel arrangements in the form of scheduling and coordinating travel logistics; preparing itineraries, transportation, hotel accommodations, care service, processing expense reports

• Screen and respond to incoming calls, email and other communications.

• Arrange and oversee administrative and logistical aspects of high level internal and external meetings including preparing, editing, and distributing of agendas and minutes, making necessary business travel arrangements for meeting participants, complete visitor pre-registration and internet access for attendees and keeping track of RSVPs for events and meetings.

• Process expense reports, as needed

• Disseminate travel logistics to attendees (dates, facility locations, and recommended hotels)

• Book internal and external meetings, including meeting invites, conference rooms, catering, directions

• Coordinate departmental staff meetings and communicate action items, next steps, and new topics

• Coordinate internal collaboration meetings across Commercial and non-Commercial teams

• Basic administrative assistance as needed, including: management of travel needs, copying and printing of materials, coordination with shipping and receiving, presentation support

• Coordinate vendor site visits: introductions, capabilities meetings, and evaluations

Requirements:

• Advanced knowledge of Word, Excel, PowerPoint, Outlook, database creation and management, and graphic software. Sharepoint experience. Must be able to create visually appealing slides from data in PowerPoint. Must be able to create spreadsheets with formulas.

• Knowledge of and strong ability to manage calendaring function of fast-paced department working with many field-based employee.

• Must be able to perform simple analysis and interpretation of data and information to synthesize into powerpoint, excel or word documents.

• Must have excellent interpersonal skills and an ability to work concurrently with multiple personnel providing each the level of support needed.

• Strong written and verbal communication skills; ability to interact and professionally communicate with various levels of management throughout the organization.

• Ability to handle confidential information and exercise judgment with care and discretion. Errors in judgment may have a large impact on the organization.

• AA degree and 5+ years of relevant work experience.

• Ability to multi-task and manage numerous tasks/projects simultaneously.

• Ability to work autonomously and manage a task/project list with regular updates to manager and Market Access leadership.

Must be able to handle frequent travel arrangements and expenses.

This is an opportunity to join our select team that is already leading the way in the Pharmaceutical/Biotech industry. Apply today and learn more about Regeneron's unwavering commitment to combining good science & good business.

To all agencies: Please, no phone calls or emails to any employee of Regeneron about this opening. All resumes submitted by search firms/employment agencies to any employee at Regeneron via-email, the internet or in any form and/or method will be deemed the sole property of Regeneron, unless such search firms/employment agencies were engaged by Regeneron for this position and a valid agreement with Regeneron is in place. In the event a candidate who was submitted outside of the Regeneron agency engagement process is hired, no fee or payment of any kind will be paid.

Regeneron is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other characteristic protected by law.