Job Details

  • Title: Coordinator
  • Code: RCI-CELG-8300
  • Location: Seattle Washington (WA) 98109
  • Posted Date: 08/13/2019
  • Duration: 6 Months
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  Job Description

Description:

Under the direction of supervisors, will be responsible for providing administrative support, as well as general clerical/secretarial support to the team. Support would be 1/3 contracts, 1/3 administrative, 1/3 catering/large meetings coordination. In addition, will input and track contracts and related invoicing. Ability to be a team player, to multi-task and prioritize, and strong interpersonal skills are critical requirements.

 

Responsibilities :

  • Manage the submission and tracking of contract requests, for example, MTAs, CDAs, Service agreements, etc. including related billing.
  • Assist in PO requests and reconciling receiving invoices in the Oracle (contracting, procurement) and Basware invoicing systems as needed.
  • Facilitate contract completion by gathering signatures and filing of completed documents. Approximately 30% of time will be allocated to these responsibilities.
  • Coordinate and schedule group meetings, plan and coordinate on-site meeting logistics as needed. Includes catering orders, meeting/catering set-up and clean-up.
  • Management of conference room calendars for various meetings especially ones located at Eastlake site.
  • Coordinate with the shipping and receiving department regarding outgoing and incoming packages via FedEx, UPS, USPS, as directed.
  • Work closely with IT and AV to insure conference rooms are operating well and meeting set-ups (AV, WebEx, room computer, projectors, etc.) are correctly implemented.
  • Provide administrative support to Directors with scheduling domestic and international travel and expense reports via Concur; schedule internal and external meetings (i.e. collaborators, seminars, etc.). Provide limited support for their respective teams as needed/directed.

 

General Office Management:

  • Assist with insuring new hires joining team have what they need and are provided the equipment and information needed.
  • Distribute schwag to new staff as needed.
  • Maintain team's site documents such as phone list, directions, processes and procedures.
  • Facilitate and manage staff team building and holiday events with direction from Executive Assistant, including location and catering.
  • Ordering office supplies and other needed items through internal web portal or external sources.
  • Ability to utilize online options to find necessary items.
  • Perform other related duties as required.

 

Skills/Knowledge Required:

  • 3-5 years of experience (prefer some executive level of support)
  • A background in scientific contracting and/or scientific training would be of benefit but is not mandatory.
  • Experience with Oracle eBusiness suite, Quickbase or other contract, procurement, invoicing and vendor databases would be an asset but is not mandatory.
  • Advanced PC Skills are a must. Includes: MS Outlook, Word, PowerPoint, and Excel. Some Sharepoint experience is a plus.
  • Excellent calendar management skills, including the coordination of complex meetings schedules.
  • Ability to work independently and a team player, as certain responsibilities will be shared.
  • Ability to interact professionally with all Celgene colleagues and external contacts.
  • Superior organizational skills, and a reputation as an open, available and transparent communicator.
  • Has a solutions-oriented approach to work with a high level of problem-solving capability. Takes initiative, when appropriate, to get tasks/projects completed in a quick and timely manner.
  • Biotech industry background and some college studies or degree preferred.
  • Ability to work in open office environment, physically able to lift 15 pounds and move between multiple floors (stairs or elevators).