Project Coordinator

Summary:

We are seeking a highly organized and detail-oriented individual to manage complex scheduling, stakeholder engagement, and ensure smooth execution of our governance processes for Translational Medicine. This role is crucial in ensuring efficient operations, effective communication, and adherence to established protocols. You will also be responsible for processing contracts, ensuring accuracy, efficiency, and adherence to company policies.

Responsibilities:

Scheduling & Calendar Management:

• Maintain comprehensive calendars for Translational Medicine leadership and key stakeholders.
• Schedule governance meetings, considering time zone differences and participant availability.
• Utilize scheduling software and tools to optimize efficiency and minimize conflicts.
• Proactively identify and resolve scheduling conflicts, proposing alternative solutions.
• Manage meeting logistics, including request intake, drafting minute template, and materials distribution. Stakeholder Engagement:
• Identify and track key stakeholders (including, but not limited to key reviewers, team invitees and presenters) across various departments and external organizations.
• Proactively manage stakeholder expectations, ensuring timely information dissemination.
• Manage communication with internal and external stakeholders regarding meetings, timelines, and governance processes.
• Anticipate stakeholder needs and proactively address concerns.

Governance Process Management:

• Maintain a deep understanding of governance policies and procedures.
• Coordinate governance meetings, ensuring adherence to established protocols.
• Prepare and distribute meeting materials and decision summaries.
• Track action items from governance meetings and monitor progress towards completion.
• Maintain accurate and detailed records of governance activities for future reference. Contract Management:
• Draft, review, and negotiate contracts with clients.
• Ensure contracts comply with company policies, legal requirements, and industry standards.
• Obtain necessary signatures and approvals from internal and external stakeholders.
• Maintain a centralized contract database for easy access and retrieval.
• Liaise with various departments (e.g., Legal, Contracts, Translational Medicine) to ensure smooth contract execution.
• Respond promptly to inquiries and address any contract-related concerns.

Document Management:

• Prepare and finalize contract documents and deliverables.
• Standardize contract templates to ensure consistency and efficiency.
• Securely store and manage electronic and physical copies of contracts. Qualifications:
• Bachelor's degree in Business Administration, Project Management, or a related field (preferred).
• Minimum of 5 years of experience in a related field, such as scheduling, project management, or administrative support.
• Proven experience managing and prioritizing multiple tasks simultaneously.
• Excellent communication, interpersonal, and organizational skills.
• Proficient in Google Suite (e.g. Google Calendar, Sheets) and contract management software (a plus).
• Strong analytical and problem-solving skills.
• Ability to work independently and as part of a team.
• Excellent attention to detail and accuracy.
• Understanding of governance principles and best practices (preferred).
• Ability to prioritize tasks, manage deadlines, and work independently.