Business Support Coordinator II # 26-23099

Duration: 12 Months (Extension Possibility)

Requirements

• Strong Interpersonal Communication and Collaboration – Demonstrates a "One Team" mindset, builds effective partnerships across functions, and fosters productive working relationships in a highly collaborative environment.
• Project and Expansion Environment Experience – Proven experience working in project-based or expansion-focused environments, with the ability to adapt effectively to evolving business needs, shifting priorities, and changing project demands.
• Detail Orientation and Resourcefulness – Exhibits strong attention to detail, critical thinking, and resourcefulness in identifying solutions, managing competing priorities, and driving work forward with minimal direction.
• Physical Requirements – May move equipment &/or supplies weighing up to 33 pounds within the facility using various body positions. May be required to be on your feet for up to a 12-hour shift. May require corrected vision to 20/20 or 20/25, based on role. May require color vision based on role. May require the ability to work in loud noise environments with hearing protections.

Purpose

Performs administrative, clerical & process support. Assists the Director &/or department leadership team in document controlling, scheduling, meeting logistics, social activities, travel coordination, presentation development, onboarding & KPI tracking. This position will work alongside the project management team & require a high level of confidentiality.

Functions

• Own/lead projects as assigned under direction of department leader. Oversee project flow process, through origination to completion within the defined scope, cost & time constraints.
• Own calendar, manage schedule, anticipate needs & effectively manage these while meeting the needs of the customer.
• Maintain & create reports/department metrics using Excel & PowerPoint, SharePoint, Teams. Responsible for process to update targets & presentation of status to department management.
• Own meeting action list, following up with action owners to ensure completion according to schedule.
• Plan, design & execute both meetings/off-site events as well as virtual meetings & events.
• Create, design &/or edit presentations for meetings & events.
• Plan all internal meetings & events for the department; manage the agenda, logistics, presentations, coordinate output & actions, catering & off-site events.
• Prepare & submit expense reports on behalf of management in compliance with policies.
• Manage & coordinate complex travel arrangements & itineraries while ensuring flights, accommodations, ground &/or rental transportation are reserved.
• Support the project with tasks & social activities as needed.
• Support New Hire Onboarding activities for newly hired employees, to include contingent workers: ensuring initials have been assigned to support system access requests, set-up of workspace (desk, phone, required IT equipment), welcoming new employee/contingent worker & other related support as needed.
• Order & maintain supplies needed to support the assigned department area.
• Set up & maintain 5S standards for documentation, admin & storage areas.
• Support projects through data collection & analysis & translate into visual dashboards.
• Support internal media campaigns related to the project.
• Suggest & implement process improvement & standardization updates.
• Exercise excellent communication skills to represent the department.
• Perform a wide range of administrative duties confidential in nature.
• Partner & collaborate closely with local colleagues.
• Follow all safety & environmental requirements in the performance of duties.
• Other accountabilities, as assigned.

Qualifications

• Bachelor’s degree in Business Administration or related field from an accredited university required, or equivalent combination of education & experience required.
• Minimum of four (4) years of experience in an administrative field required, preferably in a pharmaceutical environment, with Bachelor's Degree.
• May consider an Associate degree in Business or related field of study from an accredited university with six (6) years of experience in an administrative field, preferably in a pharmaceutical environment.
• May consider a High School Diploma or equivalent with eight (8) years of experience in an administrative field, preferably in a pharmaceutical environment.

Skills

• Office management support - ordering equipment, supplies, managing catering requests, personnel onboarding support.
• Administrative support - event planning, running boards/staff meetings, note taking, action planning, calendar management, travel/expense reporting, etc.
• Strategic partner support - planning and support for agenda planning, business cycle calendar planning, helping plan and drive content submission/integration/etc. for multi-level governance meetings, etc.
• Ability to problem solve & navigate complex assignments preferred