Business Process, Event & Meeting Coordinator

CyberThink Inc.  •  Framingham, MA
$60K - $70K ($60K - $70K base + Tbd, TBD)
Posted on 05/16/18 by Jitendra Kushwah
CyberThink Inc.
Framingham, MA
Biotech/Pharma
$60K - $70K
($60K - $70K base + Tbd, TBD)
Posted on 05/16/18 Jitendra Kushwah

Job Description:

Assistant Events/Transparency Coordinator III (Business Process Coordinator) supports the goals and objectives of the Research & Development organization global North America Research & Development Hub.

Coordinates details of events such as conferences, Ad Boards consulting meetings charityevents, trade shows, sales meetings, business meetings. May Calculate budgets and ensure they are adhered to. Books HCP/HCOs, for events Visit venue to plan layout of seating and decorations. Schedule speakers, vendors, and participants. Coordinate and monitor event timelines and ensure deadlines are met. Initiates, coordinates and/or participates in all efforts to publicize event. Edit and design promotional materials. Prepare presentations. Develop and oversee fundraising events. Negotiate and secure event space. Secure sponsorships. Work with printer and designer to develop event invitations. Create invitee list. Send out invitations and manage RSVP list. Manage correspondence. Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations. Keep inventory of backdrops, projectors, computers, and other display materials. Proficient in Sunshine act and utilizing all necessary Transparency tools.

The functions include management and project planning for all, research and licensing agreements, outside studies, Confidential Disclosure Agreements (CDAs) Material Transfer Agreements (MTAs), consulting, Advisory Boards, and speaker agreements; as assigned by the Supervisor, Business Processes. The BPC manages these activities for all of our enabling functions such as Strategy & Innovation (S&I), Legal, Procurement and Finance to ensure prompt execution of capital investments and contracts on behalf of Research and Development Scientists.

The BPC is self directed and makes decisions independently on problems of diverse scope where analysis of situation or data requires review and expertise. The BPC reviews status of projects and budgets; manages project timelines and prepares status reports. They assess project issues and participate in the development of resolutions to meet productivity, quality, and client-satisfaction goals and objectives. The BPC monitors project progress for intervention and problem solving with project managers, line managers, and clients. They are responsible for maintaining strong relationships and interactions with key senior functional leaders to resolve roadblocks and negotiate acceptable outcomes in close relationship with our enabling functions. The role requires significant attention to detail as well as a strong ability for self-directed/proactive follow-up. The BPC must be team-oriented with an ability to adapt to change and learn quickly. Strong organization and communication skills are essential as well as the ability to multi-task and react to assignments promptly.

BPCs are responsible for managing and reducing the organization’s cycle time for all relevant processes and are responsible for minimizing the involvement of their scientific counterparts.

Core Responsibilities:

  • Meet with North America R&D and R&D Operations clients on a monthly basis to understand upcoming business needs which include management and project planning for research and licensing agreements, outside studies, Confidential Disclosure Agreements (CDAs) Material Transfer Agreements (MTAs), consulting, Advisory Boards, and speaker agreements.
  • Facilitate kick-off meetings for specific business needs including key stakeholders and resources to confirm plans and ensure alignment around business needs and timelines.
  • Collaborate with Procurement to obtain quotes and identify the requested funding amount.
  • Confirm budget availability by processing the funding requests through the budget approval system (GREAT).
  • Create the Expenditure Authorization in the Procure to Pay (P2P) system (NEXTS/eBuy) to allocate the funding.
  • Serve as liaison with Legal and external vendors to create and finalize contracts.
  • Identify if a Health Care Professional (HCP) or Health Care Organization (HCO) is involved and register the required information in the appropriate system (NAYA or TraceNP) for transparency reporting purposes.
  • Create purchase requests in the P2P system to generate purchase orders (PO).
  • Manage the invoice reconciliation process to ensure that any issues are addressed and that invoices are applied against the appropriate PO.
  • Review existing processes and identify opportunities for continuous improvement that will decrease overall cycle times and improve compliance.
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