Project Coordinator, Medical Affairs CORE

The Opportunity:

As a member of the Centre of Outcomes Research and Epidemiology (CORE) team within global Medical Affairs, you will support the team with operational aspects, such as vendor management, contracting, procurement, and invoice verification, as well as meeting organization and follow-up. You will also support the CORE study teams with project coordination and study operations tasks. You will support the team to ensure that study documentation and budget information is organized and up-to-date and that reporting requirements are fulfilled.

The Role

• Support the Medical Affairs CORE team with general admin tasks/overflows.

• Support with meeting scheduling, when needed.

• Support the team with navigating Medical Affairs systems, when questions arise, and with gaining access to systems, when needed.

• Coordinate onboarding of new CORE medical affairs employees by ensuring access to various systems are granted and introduction meetings are arranged.

• Support maintenance of the CORE Master Onboarding Slide Deck and Training Curricula.

• Support the MA CORE Study Lead with coordination of study documents. Ensure completeness and accuracy of the study file throughout the duration of the study.

• In close collaboration with the Medical Affairs Ops Manager and the CORE Study Lead, coordinate study updates in the CORE tracker. Ensure with the team that study status, study information and the timing of milestones is reflected correctly.

• Conduct document level quality checks of the study file to ensure that documents are available and complete.

• Manage, review, and sign workflows on final documents.

• Support the CORE Study Team with operational and administrative study tasks.

• Coordinate contracting activities for the MA CORE team. Be the SME for functional processes and requirements related to contracting. Be the MA CORE interface for interactions of Medical Affairs CORE with Legal and Procurement.

• Coordinate onboarding, qualification, and management of new and active vendors for MA CORE.

• Coordinate filing/uploading and routing of documents in the contract management system (Companion).

• Coordinate procurement activities for the Medical Affairs CORE team. Be the SME and interface for functional processes and requirements with Procurement.

• Work with Procurement and the Medical Affairs Ops Manager to resolve any issues with PR/POs for Medical Affairs CORE.

• Coordinate and follow-up on smooth execution of procurement processes (e.g., Procurement Front Door (PFD), Bidding or Bid Waiver process), as applicable.

• Monitor Purchase Requisitions (PRs) and follow-up on Purchase Orders (POs) in SAP for the Medical Affairs CORE team.

• Monitor delivery dates of established POs and, where extension is needed, alert Medical Affairs Ops Manager. Coordinate any changes to the POs, when needed.

• Coordinate processing of invoices received by Medical Affairs CORE.

• Check invoices and obtain team-internal approval to ensure accuracy and successful accomplishment of project milestones as per the contract.

• Work with Accounts Payable to resolve any payment issues with invoices and communicate status or resolution to the Medical Affairs Ops Manager and team members. Coordinate with Finance personnel.

• Update the MA CORE tracker to reflect all budget updates. Ensure that contracts, PFDs, POs, study milestones and invoices are correctly reflected.

• Ensure accuracy of the CORE budget tracker. Update on the status of PRs/POs and analyze, resolve and/or escalate financial issues.

Your skills and experience:

• High School Diploma or equivalent vocational or technical education

• 5+ years' business operations experience

• Strong team player with excellent coordination and organizational skills. Project management is a plus.

• Proactive problem-solver with strong interpersonal skills and high attention to detail and accuracy

• 2-5 years of experience with working in Pharmaceutical Industry (e.g., Clinical R&D or other GxP-relevant setting) preferred

• Experience in vendor-, contract- and/or order management.

• Proficiency with Microsoft Office; SAP experience preferred.

• Comfortable working across countries and multiple time zones remotely.

• Proficiency in English

Our Benefits

CSL Seqirus employees that work at least 30 hours per week are eligible for benefits effective day 1. We are committed to the wellbeing of our employees and their loved ones. CSL Seqirus offers resources and benefits, from health