Project Coordinator

Make your mark for patients

We are looking for a Project Coordinator with strong communication skills and a detailed-oriented mind-set, who loves working in an agile, fast-moving environment, to join us in ourglobalEpilepsy and Rare Syndromes Organization (ERSO) team, based in our HQ in Brussels Belgium.

About the role

The Project Coordinator will operate in a diverse matrix environment and orchestrate in a multidisciplinary, cross-functional, and global context being responsible for performing project coordinating and administrative functions for the global Medical Affairs Team within ERSO. Responsibilities include, but are not limited to:

• To enable timely and compliant execution of value driving initiatives and projects by creating, maintaining, managing, and supporting operational platforms, tools, and processes across the portfolio and functions.
• The role is responsible for proactively ensuring project goals are appropriately framed, scoped, and delivered and being aware of UCB’s standards and processes, including taking operational ownership, controlling costs of own projects and suggesting improvements of assigned tasks.
• To be the point of contact for the internal Global Medical team towards smooth execution, proactively driving initiation to closing of all activities. These include organizational, administrative and audit/ compliance, data privacy tasks, assistance regarding all internal processes from contract to event management, and cross functional coordination to stakeholders.
• To ensure strong communication amongst team members and with multiple stakeholders in different regions including external partners in line with communications plans.
• To ensure organizing and scheduling meetings, maintaining calendars, support onboarding and offboarding, manage invoices and budget planning, and ordering and dispensing supplies.
• Additionally, the role will be responsible for travel (transportation, accommodations) and expense reports for the global Medical Affairs Team.

Who you’ll work with

You will work with a team of experts in medical affairs, data scientists, scientific communication specialists, and business stakeholders on all applicable projects. This role will report into a Medical Lead based in Brussels.

What you’ll do

Project Coordination

• 
  Proactively partner with internal stakeholders to support identification of optimal solutions for value driving initiatives based on clear objectives, scope, and prioritization as documented by a charter or roadmap.
• Coordinate program/project execution through the team via managing performance, contract and sponsorship management incl. milestones, stage gates, and creating or maintaining trackers while proactively identifying, troubleshooting, escalating risks and issues. This includes use of UCB’s project processes, reporting and technology (e.g. INTEGRATE, SharePoint, SAP) in addition to creating PO’s (Guided Buying), invoice processing, and SOP/audit compliant data storage as well as initiation and coordination of approval processes (e.g. in ORBIT or Source Clear) to ensure E&C approvals and renewals.
• Build a strong relationship with the network of project coordinators to enable independent management of own organizational projects and support of the team in project coordination.
• Partner with Finance to assist in overseeing and monitoring the program budget in the financial cycle process including to serve as contact person for vendors during projects and in external collaborations to support from an organisational perspective (e.g. finance tracking, invoice management, obtaining offers, in close cooperation with medical operations and procurement).
• Communicating Program Information: Execution and management of communication plans including to maintain and ensure update of digital exchange platforms (such as team pages, share points, etc.) for cross-functional stakeholders.
• Supporting internal ERSO communications: Working closely with ERSO Communications Leads, support development and collation of content to ensure regular cadence of news and information internally, harnessing multiple channels (UCB Plaza, Yammer, video, bespoke video, newsletters) to convey key messages and information.

Team & operations support

• Prepare meeting agendas and meeting minutes and follow up on agreed actions. Maintain recurring team meeting schedules. Support calendars and schedules as needed. If requested, make independent decisions regarding attendance/conflicting meeting requests, etc.
• Arrange conferences and meetings as needed. Coordinate office space, equipment needs, catering, logistics, and meeting rooms as needed.
• Act as liaison between management/staff, and between external/internal contacts.
• Operate office equipment such as printers, copiers, and Skype systems; use computer for spreadsheets, word processing, database management, and other applications including SharePoint, a simple video editing platform and other internal communications platforms (e.g. UCB Plaza) and maintain team’s organizational charts and email distribution lists.
• Support onboarding and offboarding process for employees (e.g. create onboarding-plans, organize trainings, team-equipment with hardware, materials).
• Arrange domestic and international travel reservations (including full itineraries), process visa applications, and prepare expense reports.
• Order and dispense department and individual employee office supplies.
• Complete other duties, responsibilities and projects as assigned.

Interested? For this role we’re looking for the following education, experience and skills

• 
  Bachelors degree, with 3 years of professional experience as an administrative assistant and/or project manager preferably in the pharmaceutical or other health-care related industry.
• Experience of working with global, multi-cultural, diverse teams, with demanding timelines and complex deliverables is key.
• Ability to work independently and effectively within an international and diverse team and a matrix environment demonstrating flexibility, collaboration, embracing team values and objectives.
• Ability to provide quality work within agreed timelines with strong attention to accuracy and detail.
• Ability to prioritize assignments/projects and multi-task within restricted time constraints.
• Experience with international colleagues, coordination, time zones, and travel.
• Excellent written and verbal communications skills in English (and native language).
• Familiarity with pharmaceutical business, medical terminology and financial/business terminology a plus incl. the ability to handle confidential information.
• Proficiency in Microsoft Office Suite including Powerpoint, Excel, Word, and Adobe; proficiency with Online Travel and Expense Reporting systems.
• Knowledge/understanding to operate office equipment proficiently (e.g. printer, copier, scanner, conferencing equipment, etc.).
• Excellent interpersonal skills.

Problem solving

• Ability to prioritize, organize and plan workload and to anticipate issues and problem solve.
• Creative “out of the box” thinker with conceptual strengths, who will challenge the status quo to improve and deliver results with minimal direction.
• Personality traits of being a self-starter (self-motivated), who is curious and agile, with a “nothing is impossible” attitude.
• Comfortable in dealing with ambiguity and changing environments.

Join us in our journey to create a world where people live their best lives! Apply now.

Are you ready to ‘go beyond’ to create value and make your mark for patients? If this sounds like you, then we would love to hear from you!

About us
UCB is a global biopharmaceutical company, focusing on neurology and immunology. We are around 8,500 people in all four corners of the globe, inspired by patients and driven by science.

Why work for us?
At UCB, we don’t just complete tasks, we create value. We aren’t afraid to push forward, collaborate, and innovate to make our mark for patients. We have a caring, supportive culture where everyone feels included, respected and has equitable opportunities to do their best work. We ‘go beyond’ to create value for our patients, and always with a human focus, whether that’s on our patients, our employees or our planet. Working for us, you will discover a place where you can grow, and have the freedom to carve your own career path to achieve your full potential.

Learn more about sustainability at UCB and how it is integrated into our business approach.

UCB and its subsidiaries encourage diversity and inclusion in the workplace; we are an Equal Opportunity Employer. We do not discriminate on the basis of race/colour/religion/sex/national origin/veteran/disability/age/sexual orientation/gender identity.