This team member is accountable for a diverse range of planned and ad hoc tasks and projects. A focus of the role is value-add project-based activity across the medical directorate.
Serve as first point of contact and manage routine tasks in association with outsourced med info service (PPG) and outsourced medical copy approval work (Indegene)
Manage Research Fellowship Program annual process from end to end including updating materials; communications with vendors, judges and applicants, agreements; payments and monitoring
Work with HR Operations, HR, IT and L&D to support the successful onboarding of new team members, ensures IT equipment, relevant orientation meetings and all new hire materials are arranged for the employees first day at Gilead
Coordinate large events for the directorate eg training/team building; including budget management,location sourcing, liaising with vendors, planning, organising, speaker liaison and implementation of activities
Provide support to Gilead Grants Committee including scheduling meetings, liaising with applicants, processing of grant payment and applicant set up as required
Manage the HCP Sponsorships inbox including notifying team leads and liaising with applicants purchasing card management for medical directorate as agreed with the Associate Director of Medical Operations. Support other team members with troubleshooting (but not routine administration) of financial tasks as required.
Work with the medical leadership team to optimise use of Veeva in the Directorate; including G360 and Veeva Vaults, optimizing approaches to scientific engagement, actively driving simplification of promotional review, and sharing metrics for managerial review
Work with the medical leadership team to continuously improve process and ways of, including budget planning/management, best practice sharing forums, Medical Management and WIP meetings, onboarding, systems/process training, use of competency frameworks in development planning.
Monitor medical affairs budgets, including monthly grant accruals with Finance Department; assist management with budget development and tracking.
Maintain the directorate meetings and events calendar and share appropriately with the ANZ leadership team
Manage financial requirements such as invoices, supplier set up, purchase order management,
Share best practice, process improvement, and explore efficiencies in the broader affiliate
Understand and adhere to business conduct and industry regulatory requirements in all activities
Support the medical leadership team with management monitoring and audit readiness activities
Qualifications
Bachelor Degree in Business, Science, or Finance preferable. Project Management and/or Process
Improvement Qualifications Highly Regarded.
Experience within the pharmaceutical industry is highly regarded. The ideal candidate would have a working knowledge of pharmaceutical/biotech operations, preferably in Medical Affairs.
Must have specific, working knowledge of processes related to budget tracking, invoicing and purchase orders, contract administration, and vendor relations
The position requires an individual who can apply logic and problem-solving skills under pressure, who is adaptable to change, and who can be successful working independently as well as within the context of a team.
Candidate must possess solid organizational skills, excellent written and oral communication skills, attention to detail, high-level customer service skills, positive attitude and the intelligence and resourcefulness to get the job done.
Candidate must have a professional demeanour that can represent Gilead's core values of integrity, excellence, teamwork & accountability, internally and externally.
Works independently; typically work is reviewed infrequently and only for soundness of judgment and overall adequacy and accuracy
Computer Skills: Basic PC skills (Windows, Excel, Word, PowerPoint.). Experience with electronic document management systems.
