GRA Marketed Products and Global Labeling Project Coordinator

Company: Takeda Pharmaceutical
Location: Cambridge
Posted on: November 24, 2022

Job Description:

By clicking the "Apply" button, I understand that my employment application process with Takeda will commence and that the information I provide in my application will be processed in line with Takeda's Privacy Notice and Terms of Use. I further attest that all information I submit in my employment application is true to the best of my knowledge.Job DescriptionThe GRA Marketed Products and Global Labeling Project Coordinator will provide support in two areas:administrative assistance including, but not limited to, calendar management, expense reports, domestic and international travel arrangements, purchase orders, event planning, contracts, onboarding new employees, office supplies, distribution of Health Authorities communication received by regular mail and other administrative support for the manager and leadership team in accordance with Company policies and procedures and; project management where s/he is responsible for coordinating and implementing various projects and initiatives across GRA MPD and Labeling. S/he will be responsible for communicating cross-functionally about prioritized projects, sharing project-related updates, identifying risks and issues, managing schedules/timelines and expectations, and ensuring projects are completed on time, on budget and with high quality. - - ACCOUNTABILITIES: - Administrative Support (approximately 50%)

• Performs all work and makes decisions with minimal supervision and/or instructions. -
• Communicates in a clear, professional and articulate manner; able to communicate complex information/data in a simple manner both orally and written.
• Actively manages calendars of, but not limited to, a manager and/or staff,
• Maintains distribution lists, full-time employees (FTEs) and contractor lists, keeping data up to date and relevant.
• Schedules and coordinates virtual, onsite and offsite meetings including, but not limited to, managing invitations, tracking responses, transportation, dining, budgets, etc., in accordance with manager and/or staff instructions and Company policy.
• Interfaces and communicates with internal and external stakeholders; directs people to the appropriate resources.
• Receives all visitors and handles all registration and/or scheduling for any onsite or offsite guests.
• Prepares, processes and reconciles invoices, purchase orders and accounts payables with minimal oversight and in accordance with Company policies.
• Orders/maintains department supplies and equipment; arranges for equipment repair as needed
• Performs miscellaneous filing, organizing, faxing, mailing, duplicating, etc.
• Collaborates and provides necessary support for other administrative staff, when necessary.
• Distributes correspondences from Health Authorities received by regulatory mail to the responsible GRLs.
• Researches solutions and responds to email and phone inquiries with minimal guidance and review from manager and/or staff.
• Collects, reviews, enters, and formats accurate data into spreadsheets, databases (including regulatory database and systems), and other electronic tools.
• Prepares documentation for payment of vendors, consultants, and suppliers; after review by direct supervisor, submits documentation and enters requests for payments into accounting system.responds to inquiries from accounts payable and payees.
• Onboards new FTEs and contractors including, but not limited to, scheduling first meeting with key stakeholders, ensuring the new FTE / contractor is included in the relevant distribution lists and meetings etc.; Provides project support for events and meetings on-site and off-site including informal "meet and greet" sessions, and other high-visibility engagements.
• Arranges travel for the team or department; completes expense reports in a timely manner.Interfaces and communicates with internal and external customers; directs people to the appropriate resources.
• Participates in maintenance of improvement processes; actively participates in self- and team audits and resulting process improvements.
• Develops a strong network within the department; draws on network to answer questions, solve problems, and successfully execute responsibilities.
• Demonstrates confidentiality in execution of all responsibilities.
• Performs other duties as required.Project Management (approximately 50% total)
  • Manages the logistics of multiple projects involving the manager including meeting agendas, scheduling and coordinating meeting logistics, developing and / or coordinating the creation of slide decks for the meetings.
  • Attends and helps facilitate divisional and team meetings; responsible for drafting and distributing formal meeting recaps.
  • Coordinates and provides project support for projects across GRA MPD and Labeling with both internal and external stakeholders; reaches out to project team members to identify and address project needs including proposed solutions, as agreed upon by manager.
  • Project manages action items agreed in meetings involving the manager.
  • Facilitates communication of project outcomes, as appropriate.
  • Responsible for creating and maintaining GRA MPD and Labeling SharePoint sites.
  • Builds an internal network and supports other Executive Coordinators, Project Coordinators, Administrative Assistants and across the R&D organization.
  • Communicates in a clear, professional and articulate manner; able to communicate complex information/data in a simple manner both orally and written.
  • Coordinates regulatory survey to the staff, Local Operating Companies or other departments as applicable.
  • Supports to manage the budget process for GRA MPD and Labeling.
  • Demonstrates confidentiality in execution of all responsibilities.
  • Performs other duties as required.EDUCATION, EXPERIENCE, KNOWLEDGE AND SKILLS: -
    • Experience
      • Bachelor's degree required
      • Minimum of 5 years of administrative experience supporting one or more individuals with exceptional project management skills
      • Minimum of 2 years experience in pharmaceuticals, biotechnology or healthcare
      • Experience with Takeda's systems and processes highly desirable
      • Skills
        • Self-motivated, self-starter with the ability to work independently and in a team with a flexible mindset.
        • Strong interpersonal skills combined with cultural sensitivity.
        • Effective communication with individuals at all levels of the organization comfortable presenting to small and large groups.
        • Professional English essential
        • Focus in accuracy and strong attention to detail
        • Ability to multi-task, be flexible and able to prioritize efficiently
        • Must be able to handle confidential information and issues effectively
        • Strong computer literacy with intermediate skills in Microsoft Outlook, Word, Excel, -PowerPoint and MS Teams.
        • Ability to develop slides.
        • Strong organizational skills.
        • Ability to problem-solve, negotiate solutions, think strategically, and operate in a fast-paced environment.
        • Ability to prioritize under pressure while managing multiple tasks of varied complexity and criticality simultaneously.
        • Be an active ambassador and driver for an engaging culture; build trust and productive relationships with team members and stakeholders across organization.
        • Willingness to provide and receive constructive feedback.LICENSES/CERTIFICATIONS: -None requiredTRAVEL REQUIREMENTS:Infrequent; when travel is required, it may be domestic or internationalWORK ENVIRONMENT: -Routine demands of an office based environmentEEO StatementTakeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, parental status, national origin, age, disability, citizenship status, genetic information or characteristics, marital status, status as a Vietnam era veteran, special disabled veteran, or other protected veteran in accordance with applicable federal, state and local laws, and any other characteristic protected by law.LocationsCambridge, MAWorker TypeEmployeeWorker Sub-TypeRegularTime TypeFull time

Keywords: Takeda Pharmaceutical, Cambridge , GRA Marketed Products and Global Labeling Project Coordinator, Other , Cambridge, Massachusetts