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Administrative Coordinator

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POST DATE 9/2/2016
END DATE 10/8/2016

AstraZeneca Pharmaceuticals LP Wilmington, DE

Wilmington, DE
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)


As an Administrative Coordinator you are responsible for providing high quality administrative and project oriented support to members of Medical Affairs, respecting confidentiality, within a delegated area, planning and prioritizing accordingly to ensure that business needs are met. This position is based at AstraZeneca's Wilmington, DE site. br br Your role utilizes extensive knowledge in a variety of areas to provide an advanced level of administrative support to one or more individuals within the Medical Affairs department. Support may include: generation of reports, filing, management of the administrative aspects of a department process or processes, coordination of conference calls and meetings, travel arrangements, records retention and file management, input and tracking of purchase orders, tracking of department budgets, processing of check requests and invoices through the internal system, ordering and managing of departmental supplies, expense report reconciliation, training class support, and general staff support. You may also be asked to work on cross-functional Medical Affairs projects. br br As an Administrative Coordinator, your duties will include but are not limited to: br *Respects confidentiality, provides full administrative support including calendar management, travel management, meetings/event management, information management (e.g. management of inbox/calendar), maintains team distribution lists and org charts br *Acts as a first point of contact for supported team members in their absence and is able to respond to queries on their behalf br *Manages the availability of office supplies br *Maintains an awareness of new systems with potential impact on administrative work and develops personal expertise in new systems, where appropriate br *Provides general administrative support to Function (e.g. copying, faxing, binder assembly, distributes and/or handles mail) br *Coordinates logistics with Facilities (e.g. work orders, etc) br *Manages files (hard copy and electronic) br *Prepares and maintains documents, spreadsheets and databases to agreed standards br *Reviews, processes and resolves invoices and other financial administration (e.g. Expense reporting, SAP, budgets, P-Card, iBuy and Atlas) br *Assists with administrative and logistical aspects related to recruitment of new employees (schedules interviews, coordinates on-boarding of new staff) br *Resolves administrative problems and issues as appropriate br *Responds to internal and external customer requests for information as appropriate br *Special projects as assigned br *Relationship Management: br o Builds strong relationships with staff members in order to ensure appropriate prioritization and alignment of support activities br o Works collaboratively with other administrative coordinators to understand and agree approach to changes in ways of delivering administration br o Responsible for organizing and coordinating meetings and events (local, U.S. and international), including logistics, hotel arrangements, and other details for leaders within Medical Affairs br o Performs all Company business in accordance with all regulations and Company policy and procedures. Demonstrates high ethical and professional standards with all business contacts and AZ employees in order to maintain the Company's excellent reputation within the medical and pharmaceutical community. br o Demonstrates comprehensive knowledge of AZ's values, business processes, policies and practices, and applies knowledge within own technical area to develop relatively advanced work results br o Ability to accurately and thoroughly utilize office technology, systems and processes. Demonstrates practical knowledge of information management, e-mail management, calendar management. Respects privacy of confidential information br o Demonstrates effective management, organization, and prioritization of office functions as well as the workday/week/month for those supported and key stakeholders. Demonstrates ability to foresee problems and prevent them by taking action. Works effectively without constant and direct supervision or guidance br o Demonstrates strong communication skills. Clearly conveys and receives messages to meet the needs of all. This involves listening, interpreting and delivering verbal, non-verbal, written and electronic messages br o Demonstrates awareness of fundamental business principles and the overall industry in which the business operates. Utilizes analytical skills and broad understanding of the business to effectively interpret and anticipate needs br o Works cooperatively and productively with others to achieve results. Understands and meets the needs of team members and individuals supported. Demonstrates personal willingness and ability to work in, and adapt to change