Operations Coordinator, Rare Diseases

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Job Description

Role Objectives:

The Operations Coordinator, Rare Disease will support the BU Head, marketing and sales teams on the execution of administrative activities, including those related to the products tactical plan, ensuring and guiding teams through various internal processes of budget, approvals, payment and controlling.

Special projects support required by BU Head and BU Leadership team.

Key Accountabilities:

Administrative Support for BU Head

• Expenses, travel, and calendar management for BU Head
• Supplies/equipment support, meals for meetings, off-site venue co-ordination and support
• Other ad hoc administrative support as required

Ariba/Finance

• Super user of Ariba
• Administrator for Rare team, opens SOW, check MSAs in system, beings MSA process if it does not exist, creates POs and communicates to vendor, process invoice/cheque requests, answer vendors questions if there are questions to billing and payment
• Financial support for regional medical congresses as required (e.g. documentation of sponsorship agreements, PO/invoices, direct payments etc.)
• Onboards new Vendors onto Ariba and Takeda systems
• Troubleshoots with Global Finance any discrepancies

Budget

• Monitors and submits manual accruals (e.g. sponsorium for conferences)
• Support BU Head & Commercial Leads on tracking of department specific budgets, invoices, accruals, and reconciliation
• Support Sale Director on tracking field force budget, and other support as required
• Assist BU Head, Commercial Leads and Sales Director on MRP/MYC/Feb LBE in OPEX

Marketing

• Submitting marketing materials or other materials into PromoMats as required
• Updating Circulo (materials distributor) based on new and expired materials and users
• Accountable for promotional SOP process being followed
• Work with Commercial Leads and Agencies to assist with the development and review of marketing materials
• Upload and approve materials in Veeva Engage
• Assist Commercial Leads and BU Head with coordination and execution of promotional activities (e.g. Rare Disease Day)

Meetings

• Primary logistical, planning and agenda lead for National Sales Meetings or other departmental meetings, including team offsites, working in collaboration as needed with sales and marketing, IT, events-co-ordinators, vendors, hotels, travel, etc.
• Negotiates with venues and service providers to ensure all logistical needs are met
• Support development of content and follow-ups for National Sales Meetings
• Manages agenda, minutes, follow-ups and logistical for Rare Leadership Team meetings
• Work with external agencies to coordinate agency day meetings for various project plans e.g. brand planning
• Responsible for effectively managing meeting costs while meeting business objectives and adherence to Takeda policies and IMC Code

Onboarding/Offboarding

• Update email distribution lists and other administrative databases (e.g. SharePoint access)
• Assist hiring manager on onboarding new employee to Rare team for HR and IT equipment related set up
• Onboarding and training on Ariba, PromoMats, Circulo etc.

Process, Governance, Project Management

• Administrator for all Rare SharePoint and Microsoft Team Sites including ensuring content, access, permissions, files are approved, updated and ready for audits
• Support Rare BU Head and Rare Leadership on leading or driving governance, processes, and project management as needed
• Will perform duties in compliance with all applicable laws, industry codes, company policies and procedures.

Skills and Leadership:

• Highly collaborative team player with growth mindset, agility, a can-do attitude and strong work ethics
• Excellent communication skills and previous experience working with Sales and Marketing teams are considered highly preferable
• Experience in managing projects, multi-tasking and be proactive with team members to achieve outcomes

Digital Competencies

• Data-driven decision making: Ability to collect, analyze, and interpret data to make informed decisions and drive business outcomes. 
• Digital collaboration: Experience working effectively with colleagues in virtual or remote settings, utilizing digital collaboration tools, incl. MS Teams. 
• Digital fluency: Proficiency in leveraging digital tools, platforms, Artificial Intelligence (AI) and other technologies (incl. MS Office suite) to communicate with impact and perform tasks efficiently and effectively. 
• Learning and Innovation: Dedication to lead by example through intentional skill development, experimentation and fostering a culture of digital curiosity within the organization. 
• Trust & Security: Understanding of cybersecurity threats and best practices to protect sensitive information and systems. 

Preferred Experience and Education:

• Minimum of 3 years experience in Pharmaceutical/Biotech industry supporting executives and large teams in head office and in the field
• Computer skill proficiency in MS Office
• High and accurate attention to detail in day-to-day activities especially finance
• Fluency in English, both in oral and written communication
• Bilingualism (English/French) is an asset
• Knowledge in digital productivity tools is an asset

Takeda Canada encourages applications from all qualified candidates. In accordance with our accommodation policies and applicable provincial accessibility legislation, please advise us if you need accommodation in order to participate in the recruitment process. Any information you provide relating to accommodation will be addressed confidentially.

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