Data Coordinator - Medical Affairs

Company: Softworld Inc
Location: Foothill Ranch
Posted on: February 4, 2025

Job Description:

Job Title: Data Coordinator - Medical Affairs

Scroll down to find the complete details of the job offer, including experience required and associated duties and tasks.

Job Location: Irvine, California 92618

Onsite Requirements:

A minimum of 2-4 years of intermediate or advanced administrative experience required.
A minimum 2-4 years within the medical device or pharmaceutical industry as a coordinator is required.
Previous experience supporting a cross functional team is required.

Job Description:


Position Overview:

Represents the office and function of the Medical Affairs Organization.
Works closely with Executive Management within the group.
Interfaces with all levels of the department.
Requires full understanding of the functions, practices, procedures, and policies of the Medical Affairs organization.
Regularly interacts with senior management within and outside of Johnson & Johnson.
Provides and gathers information, often of a sensitive and confidential nature.
Requires analytical thinking, sound judgment, and discretion.
Must communicate effectively and articulately with all levels of the organization and external customers.
Demonstrates flexibility in managing multiple priorities and shifting demands.
Maintains a sense of urgency and intensity in a fast-paced environment.

Key Responsibilities:

Performs advanced administrative and coordination responsibilities with minimal supervision.
Prepares and maintains documents of a highly confidential and sensitive nature.
Manages a complex and changeable calendar.
Executes rigorous follow-up on tasks and responsibilities.
Arranges meetings and complex domestic and international travel itineraries.
Possesses solid organizational skills and the ability to work successfully in a multinational and complex environment.
Prioritizes various duties effectively while problem-solving and learning new skills/technology.
May be assigned other duties as needed by the business.
Travels up to 10% locally and manages hours outside of the Pacific time zone.
Partners with the Innovative Medicine Executive Committee Assistant and the Director of Strategy and Business Transformation.
Provides administrative support for monthly Group Operating Committee (GOC) Meetings.

Additional Responsibilities:

Maintain equipment use logs and manage check-in/check-out of equipment.
Travel to labs for coordination of external guest physicians.
Liaise between the Medical Affairs Preclinical group and external labs.
Responsible for complex calendar management and scheduling coordination.
Set up and manage virtual meetings.
Facilitate Workday tasks as needed.
Prepare and maintain highly confidential documents.
Coordinate domestic and international travel arrangements.
Schedule conference rooms and manage catering for meetings.
Stay informed of company policies, procedures, and guidelines relevant to department functioning.
Provide guidance on policies to applicable staff.
Maintain headcount and organization chart updates.
Maintain all training materials for a global matrixed team.
Handle eMarketplace, Compliance Wire, PO creation, and management as needed.

Qualifications:

A minimum of a High School diploma is required.
A minimum of 8 years of intermediate or advanced administrative experience is required.
A minimum of 8 years of experience as a coordinator within the Medical Device or Pharmaceutical industry is required.
Previous experience supporting a cross-functional team is required.
Energetic and enthusiastic customer focus is required.
Must possess strong organizational skills and be detail-oriented.
Excellent time management skills, including multi-tasking and effective prioritization, are required.
Technology savvy, with expertise in:
MS Office Suite (Word, Excel, PowerPoint, SharePoint)
Concur, Summit, Teams, Zoom
Other J&J systems
Strong verbal and written communication skills, interpersonal skills, and attention to detail are required.
Proven ability to influence and collaborate within a team is required.
Proven ability to build and support strong, positive relationships with internal and external business partners is required.
Self-motivated with the ability to work independently with minimal supervision.

** 3rd party and subcontract staffing agencies are not eligible for partnership on this position. 3rd party subcontractors need not apply. **

Keywords: Softworld Inc, Montebello , Data Coordinator - Medical Affairs, Healthcare , Foothill Ranch, California