Previous Job
Administrative Coordinator
Ref No.: 18-01842
Location: Baltimore, Maryland
Administrative Coordinator
Baltimore, MD
32 hours/week: Monday – Thursday (7-hour shifts) & 4 Friday (4-hour shift)
1+ year contract
Provide administrative support to the Global Regulatory Services and Operations (GRSO) function as well as the Global Regulatory Network (GRN).
  • Travel Coordinator: Research travel options via Egencia for both domestic and international travel and finalize arrangements (i.e., car service, train/air/hotel).
  • Expense Reports: Process travel and entertainment expense reimbursements using ADP Concur. Reconcile purchasing cards monthly.
  • Calendar Management: Schedule meetings in Lotus Notes. Arrange WebEx, teleconference calls and video conferences.
    • Assist with meeting setup and administrative support during meetings.
  • Regulatory Support for regulatory submissions: Assist in the preparation of administrative forms for regulatory submissions using EDGE.
    • Compile investigator information for submission to Health Authorities.
    • Use the CTMS System for pulling 1572's, keep chronologies up to date utilizing Global Tracker and maintain separate tracking file by site.
  • EPIC Site: Maintain and update both the GRN websites. Process documents for updating and posting.
  • FDA Rehearsal/Debrief Meetings: Responsible for all arrangements including booking meeting rooms, notification of security for visitors, arrange catering and other administrative support as needed.
  • Additional: FTE reporting for US/Canada/WCL: Growth Markets and Global Labeling Tracking budgets and expenses.          
    • Approval of PVC invoices via ReadSoft (monthly); approval of FTE employees' entries (monthly) and GRSO monthly report. FY Unit Objectives, both mid-year and final FY.
Knowledge/Skills/Abilities Required
  • Two-year degree in Business, Finance, Economics, English, or another relevant field.
  • 5+ years administrative support experience.
  • Efficient, easy to get along with, good attention for details, takes initiative, problem solver, and works well independently while supporting a staff of approximately eight individuals.
  • Strong computer proficiency including MS Word, Excel, and PowerPoint.
  • Proficient with Lotus Notes email and calendar software, familiar with Microsoft Outlook.
  • Comfortable using electronic databases and researching online.