Senior Administrator, Quantitative Sciences
Alexion

Job Info

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This is what you will do:

The Quantitative Sciences - Senior Administrator will provide administrative support and assist procure-to-pay and financial reporting activities for the QS organization, including the Biostatistics, Statistical Programming, Epidemiology, and Medical Writing functions. Administrative support activities may include recruiting assistance (coordination and scheduling of candidates), planning and execution of department events and meetings, financial reporting, operations tracking, etc. Additional focus will be placed on supporting QS Business Operation leads and department management by collaborating with the R&D Global Strategic Sourcing team members to ensure timely completion of contract agreements, change orders, and other legal documents with third parties. This role is expected to handle transactions that are time sensitive and critical to maintaining tight project deadlines. The individual filling this role must be able to function efficiently and effectively in a fast-paced professional environment. It is important to have the mindset, personal skills, ambition, and desire to manage multiple tasks with competing priorities and deadlines. Adherence to operational processes and internal policies are essential and central to this position. Candidates must have the ability to interact effectively with all levels of employees and be able to tactfully manage internal client expectations. The position may also support the development of business analytics tools for the reporting, display, and presentation of department financial data.

You will be responsible for:

• Administrative coordination responsibilities
  
  • Coordinate both small and large meetings, conference calls and global video conferences including advanced preparation of materials and audio/visual facilities.
    
  • Coordinate department trainings and events including event vendor management, budget, and execution.
    
  • Manage department distribution list.
    
  • Assist in new employee on and off boarding activities.
    
  • Manage department travel budgets and CO2 utilization reports.
    
  • Assist with tracking of QS clinical trial transparency and disclosure deliverables.
    
• Contracts Administration
  
  • Support weekly contract deliverables meeting to ensure timely turnaround of department contracts and change orders.
    
  • Support the management of contract workflows including, but not limited to:
    
    • Prioritize daily requests into the contract management system (Zycus).
      
    • Monitor the contract management system (Zycus) approval process to ensure workflows occur on a timely basis.
      
    • Submit contracts and change orders into our business spend management platform (Coupa) and drive corresponding approvals in a timely manner.
      
• Business Operations
  
  • Manage the flow of documentation ensuring a smooth operation from contract to invoicing.
    
  • Align efficient business operations with stakeholder satisfaction.
    
  • Identify critical pain points in current processes and identify opportunities for continuous improvement.
    
  • Collaborate with Global Financial Business Service (GFBS) partners to ensure that all procure-to-pay and vendor onboarding processes are followed
    
  • Act as the central point of contact for business owner, vendor, GFBS inquiries, and issue resolution.
    
  • Coordinate vendor entry of the monthly accrual process in partnership with R&D Accounting
    
    • Evaluate submitted accrual estimates received by vendors and business owners.
      
    • Record accruals in our business spend management platform, Coupa.
      

You will need to have:

• High School Diploma and 5+ years relevant experience.
  
• Experience working with contract management,
  
• Good level of multi-tasking ability; able to learn quickly in a fast paced, matrixed environment.
  
• Strong customer service skills
  
• Candidate must possess excellent interpersonal, written, and verbal communication skills with a minimum of 5 years of experience using MS Office Suite (MS Word, Excel, PowerPoint, and Outlook)
  
• Ability to problem solve and follow-up on urgent matters in a timely manner.
  
• The duties of this role are generally conducted in an office environment. As is typical of an office-based role, employees must be able, with or without an accommodation to: use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others; maintain general availability during standard business hours.
  

We would prefer for you to have:

• Bachelor's Degree preferred.
  
• High level of business and organizational skills
  
• Excellent oral and written communication skills
  
• Able to effectively present information and assist others.
  

Date Posted
21-Nov-2024

Closing Date
05-Dec-2024Alexion is proud to be an Equal Employment Opportunity and Affirmative Action employer. We are committed to fostering a culture of belonging where every single person can belong because of their uniqueness. The Company will not make decisions about employment, training, compensation, promotion, and other terms and conditions of employment based on race, color, religion, creed or lack thereof, sex, sexual orientation, age, ancestry, national origin, ethnicity, citizenship status, marital status, pregnancy, (including childbirth, breastfeeding, or related medical conditions), parental status (including adoption or surrogacy), military status, protected veteran status, disability, medical condition, gender identity or expression, genetic information, mental illness or other characteristics protected by law. Alexion provides reasonable accommodations to meet the needs of candidates and employees. To begin an interactive dialogue with Alexion regarding an accommodation, please contact accommodations@Alexion.com. Alexion participates in E-Verify.

AstraZeneca requires all US employees to be fully vaccinated for COVID-19 but will consider requests for reasonable accommodations as required by applicable law.

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