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GMP Project Coordinator

Newark Metro Area, NJ

Posted: 11/08/2018 Job Type: Scientific Job Number: JN -112018-23122
Description:

The GPDO Project Coordinator supports the successful operation of the GMP facility, laboratory and business functions at multi use sites through interaction with internal customers and external service providers. The incumbent in this role, contributes to the completion of specific milestones associated with projects impacting cross functional teams, supports the department on diverse projects that extend beyond their functional area, and may provide project management leadership on tasks of moderate scope specific to their functional area. With little or no direction, this individual carries out routine tasks and functions. Using analytical skills and expertise, the incumbent independently identifies and solves problems of minor scope and complexity. The individual works collaboratively with their immediate supervisor, team members and internal and external customers to achieve team goals and uses informal leadership opportunities and effective communication to influence team direction and continue to build trust and value.

Essential Functions:
1) General Administrative Responsibilities:
a. Makes travel arrangements for management
b. Assist with maintenance of management s calendars and schedules
c. Order office supplies
d. Prepare check requests as needed
e. Ship important documents via overnight courier
f. Process invoices for payment
g. Create purchase orders in Oracle
h. Schedule meetings in Outlook
i. Coordinate departmental activities
j. Track employee time off
k. Assist staff as needed with software issues, i.e., excel, charts, etc.
l. Cross functional activity coordinator
m. Prepare department meeting minutes
n. Assist with developing and tracking the departments expense and capital budgets
o. Submit IT/IS service requests

2) Capital Project Responsibilities
a. Routing and tracking Capital Appropriation Requests (CAR s)
b. Routing and tracking legal contracts
c. Inputting purchase requisitions
d. Routing and tracking purchase orders
e. Invoice approvals and tracking
f. Updating project spread sheets (financial and status)
g. Facilitate review and approval cycles of project documentation
h. Assist with Project closeout
i. Assist with Purchase order closeout
j. Maintain project documentation in hard copy and on sharepoint sites

3) Record Retention (RR)
a. Act as RR Notification Recipient for group
b. Ensure all department employees are trained on RR
c. Interface with all employees to ensure compliance to RR
d. Maintain accurate documentation of program completion
e. Maintain up to date RR binders

Required Competencies Knowledge, Skills, and Abilities:
Knowledge, Skills & Abilities:

Proficient computer skills in Microsoft Office Suite Word, Excel, PowerPoint (create presentations) and Outlook with extensive background in database systems. Innate ability to learn new software, such as corporate intranet and enterprise business.
Understands and works with all components related to web pages, i.e., web parts, lists, pages, libraries, permissions, content and forms
Strong working knowledge in computer training systems
Working knowledge of enterprise business systems such as Oracle or SAP
Knowledge of accounting principles. Experience with departmental budget management
Strong written and verbal communication skills. Highly proficient at writing well formulated emails and notifications. Ability to effectively communicate with employees, contractors and vendors. Experience with technical writing and document development / generation.
Excellent interpersonal skills with experience dealing with a diverse workforce.
Strong multi tasking ability in conjunction with proven organizational skills. Ability to organize assigned tasks in a high paced environment and concurrently monitor tasks / assignments with others that may impact timely completion. Ability to effectively manage multiple tasks and activities simultaneously
Familiarity with FDA and EU environments and associated compliance regulations

Competencies:
Professional Knowledge
Problem Solving
Team Player / Building Relationships
Multi tasking
Customer Focus
Action and detail oriented
Active Listening

Education & Experience:
High school required. AA / AS degree preferred. A combination of education and practical experience is acceptable.
5 years experience in a corporate and biotech environment preferred. Preference given to those with corporate Facilities experience such as maintenance, engineering and project coordinating / planning.
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