Job Title : Data Coordinator - Medical Affairs

Job Location : Irvine, California 92618

Onsite Requirements:

• A minimum of 2-4 years of intermediate or advanced administrative experience required.
• A minimum 2-4 years within the medical device or pharmaceutical industry as a coordinator is required.
• Previous experience supporting a cross functional team is required.

Job Description :

Position Overview:

• Represents the office and function of the Medical Affairs Organization.
• Works closely with Executive Management within the group.
• Interfaces with all levels of the department.
• Requires full understanding of the functions, practices, procedures, and policies of the Medical Affairs organization.
• Regularly interacts with senior management within and outside of Johnson & Johnson.
• Provides and gathers information, often of a sensitive and confidential nature.
• Requires analytical thinking, sound judgment, and discretion.
• Must communicate effectively and articulately with all levels of the organization and external customers.
• Demonstrates flexibility in managing multiple priorities and shifting demands.
• Maintains a sense of urgency and intensity in a fast-paced environment.

Key Responsibilities:

• Performs advanced administrative and coordination responsibilities with minimal supervision.
• Prepares and maintains documents of a highly confidential and sensitive nature.
• Manages a complex and changeable calendar.
• Executes rigorous follow-up on tasks and responsibilities.
• Arranges meetings and complex domestic and international travel itineraries.
• Possesses solid organizational skills and the ability to work successfully in a multinational and complex environment.
• Prioritizes various duties effectively while problem-solving and learning new skills/technology.
• May be assigned other duties as needed by the business.
• Travels up to 10% locally and manages hours outside of the Pacific time zone.
• Partners with the Innovative Medicine Executive Committee Assistant and the Director of Strategy and Business Transformation.
• Provides administrative support for monthly Group Operating Committee (GOC) Meetings.

Additional Responsibilities:

• Maintain equipment use logs and manage check-in/check-out of equipment.
• Travel to labs for coordination of external guest physicians.
• Liaise between the Medical Affairs Preclinical group and external labs.
• Responsible for complex calendar management and scheduling coordination.
• Set up and manage virtual meetings.
• Facilitate Workday tasks as needed.
• Prepare and maintain highly confidential documents.
• Coordinate domestic and international travel arrangements.
• Schedule conference rooms and manage catering for meetings.
• Stay informed of company policies, procedures, and guidelines relevant to department functioning.
• Provide guidance on policies to applicable staff.
• Maintain headcount and organization chart updates.
• Maintain all training materials for a global matrixed team.
• Handle eMarketplace, Compliance Wire, PO creation, and management as needed.

Qualifications:

• A minimum of a High School diploma is required.
• A minimum of 8 years of intermediate or advanced administrative experience is required.
• A minimum of 8 years of experience as a coordinator within the Medical Device or Pharmaceutical industry is required.
• Previous experience supporting a cross-functional team is required.
• Energetic and enthusiastic customer focus is required.
• Must possess strong organizational skills and be detail-oriented.
• Excellent time management skills, including multi-tasking and effective prioritization, are required.
• Technology savvy, with expertise in:
• MS Office Suite (Word, Excel, PowerPoint, SharePoint)
• Concur, Summit, Teams, Zoom
• Other J&J systems
• Strong verbal and written communication skills, interpersonal skills, and attention to detail are required.
• Proven ability to influence and collaborate within a team is required.
• Proven ability to build and support strong, positive relationships with internal and external business partners is required.
• Self-motivated with the ability to work independently with minimal supervision.

** 3rd party and subcontract staffing agencies are not eligible for partnership on this position. 3rd party subcontractors need not apply. **