Jul 12, 2022

Job Description

Novartis protects 750 million patients and employs more than 100,000 employees in over 140 countries.

Job Purpose
The Coordinator will be responsible for improving the efficiency and effectiveness of the leadership team and NIBR San Diego organization through the performance of administrative support activities. The ideal candidate is a self-starter with excellent attention to detail. Must have the flexibility and the ability to work in a fast-paced environment with the ability to shift gears at a moment's notice. The ideal candidate must also possess excellent writing and communication skills. In addition, the Coordinator must have a strong comfort level with Microsoft Office applications and can quickly learn other new programs.

Major Accountabilities
• Supervise other administrative staff and set goals and deadlines for the group
• Coordinate and develop tools and processes using Sharepoint, Teams, and automation to ensure productivity of team and processes used by the community are available, working, and supported
• Develop and maintain positive working relationships with organizations associates, departments, and leadership team. Work with departments to develop plans for successful local support model in conjunction with global functions and operational groups
• Be dynamic and work in a changing landscape to best support the community and ensure research is well supported
• Engage within Scientific Operations and share best practices and learning across sites and groups. Use these learning for continuous improvement of the local admin team and program
• Coordinate and prepare travel arrangements and meetings for leadership, including managing expense reports. Manage and prioritize NIBR San Diego visitors and meetings as needed
• Support and interface regularly with research leadership and employee population in person. Act as an “air traffic controller” moving challenges and issues to the right groups for resolution
• Support for recruiting/hiring systems and procedures. Support for onboarding and off-boarding processes

Diversity & Inclusion / EEO

The Novartis Group of Companies are Equal Opportunity Employers and take pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status. We are committed to building diverse teams, representative of the patients and communities we serve, and we strive to create an inclusive workplace that cultivates bold innovation through collaboration and empowers our people to unleash their full potential.

Minimum Requirements

• Undergraduate Degree in science or business required

Work Experience
• Minimum 4+ years relevant general administrative experience. Previous experience supervising and working in a large multinational company.
• Ability to handle multiple projects concurrently with solid delegation skills; build trust and provide feedback to operational leadership and teams to deliver on key Institute and global projects/objectives. Highly resourceful team member, while being extremely effective independently. A quick learner and ability to pivot quickly based on the business need
• Must be organized with the ability to work with multiple office-related software applications. Strong expertise in Sharepoint, TEAMs, and tools such as PowerAutomate desirable
• Strong analytical / problem solving skills, demonstrated ability to learn, follow and help refine procedures with minimal oversight
• Self-starter with willingness to expand expertise and skill base. Leadership capabilities; develop goals and objectives for administrative services team with strong decision-making abilities to evaluate and decide on information and processes across a wide scope of administrative procedures

• Fluency in English required with excellent oral and written communication, interpersonal and presentation skills.
Why Novartis?

766million lives were touched by Novartis medicines in 2021, and while we’re proud of this, we know there is so much more we could do to help improve and extend people’s lives. We believe new insights, perspectives and ground-breaking solutions can be found at the intersection of medical science and digital innovation. That a diverse, equitable and inclusive environment inspires new ways of working. We believe our potential can thrive and grow in an unbossed culture underpinned by integrity, curiosity and flexibility. And we can reinvent what's possible, when we collaborate with courage to aggressively and ambitiously tackle the world’s toughest medical challenges. Because the greatest risk in life, is the risk of never trying! Imagine what you could do here at Novartis!
Commitment to Diversity & Inclusion:

Novartis embraces diversity, equal opportunity and inclusion. We are committed to building diverse teams, representative of the patients and communities we serve, and we strive to create an inclusion workplace that cultivates bold innovation through collaboration, and empowers our people to unleash their full potential.
Novartis is an equal opportunities employer and welcomes applications from all suitably qualified persons.
Join our Novartis Network:

If this role is not suitable to your experience or career goals but you wish to stay connected to learn more about Novartis and our career opportunities, join the Novartis Network here: https://talentnetwork.novartis.com/network
Accessibility and reasonable accommodations:

The Novartis Group of Companies are committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please send an e-mail to [email protected] or call +1(877)395-2339 and let us know the nature of your request and your contact information. Please include the job requisition number in your message.
San Diego, CA
Facilities & Administration
Full Time
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Senior Business Operations Coordinator

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