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Project Coordinator- Multiple Positions

East Hanover, New Jersey, United States
Closing date
Mar 20, 2023

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Position Type
Full Time
Organization Type

Job Details

Job Description

100,000+ That’s how many patients participate in our clinical trials at any given time. GCO is Novartis’ powerhouse of Global Clinical Operations, redesigned to enable faster trial recruitment and enhanced trial delivery resulting in more timely access for patients to potential novel treatments. Every day, we are the link between science and medicine.

The Project Coordinator will support the GCO Head or GCO leader(s) by independently being responsible for managing complex administrative and organizational assignments. Responsible for the planning and execution specific project activities related to respective GCO function (such coordinating & collating functional information/ data report, change management support activities, financial reporting activities and functional tools management).

Your responsibilities will include, but not be limited to:

•Deals with complex administrative tasks, and organizational assignments independently (such dealing with and replying to departmental leader correspondence, support leaders & departmental appointment, calendar management where agreed, deadline coordination for the department and database administration).
•Proficient in coordinating & managing and interpreting specific functional information and update requested by functional leaders (e.g. requesting, tracking, verifying, reconciling functional update and information)
•Independent administrative and organizational assignments including creation and follow up on preparing meetings & presentations, scheduling event planning.
•Proactively support preparation of team meeting, agenda, and follow-up on key action items.
•Support leader in specific S&O activities (such simple budget activities, timecard, org. chart.)
•Runs specific functional initiatives (such maintaining functional Social Media Tools (monitors needs to adapt content; independently drives agreement process with respective members and continuously updates/expands/improves these tools).
•Support hiring process of functional GCO associates, set-up interviews with candidates, support talent sessions, consolidate feedback and support on-boarding process of new hires
•Point of contact for cross GCO functional administrative activities. Supports the team and associates from outside the team on services that are specific to the department.
•Support functional communication and sharing platforms including co-ordination and management of communication and information sharing initiatives (including newsletter templates, regular updates etc.). Supports the team with setting up regular meetings, townhalls and face-to-face events. Deals with technical set-up of meetings.
•Coordinates SharePoint from set-up to maintenance of contents. Provide input to improvement of the existing documented process.
•When applicable, serve as key contact for process and questions relating to Task Orders, PO’s and new vendor onboarding and responsible for the preparation and submission of General Service Agreements and Purchase Orders or act as back up activities.
•When applicable, work with vendors and Req to Pay to resolve any payment or processing issues (including any required NVS supplies (phone, computer etc.)

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

What you’ll bring to the role:
•High School Diploma
•Successful experience as Administrative Expert and other project coordination activities
•Well-organized, excellent time management with respect to priorities and self-management
•Strong prioritization skills
•Strong interpersonal skills and advanced team player with demonstrated ability to build collaborative relationships
•Ability to work in a global team environment, meet timelines and work independently
•Strong verbal and written communication and interpersonal skills
•Experience in creating presentations and knowledge Excel and of SharePoint and willing to learn new applications if necessary

Why Novartis?

766 million 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 is committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.

Accessibility and Reasonable Accommodations: Individuals in need of a reasonable accommodation due to a medical condition or disability for any part of the application process, or 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.

Join our Novartis Network: If this role is not suitable to your experience or career goals but you wish to stay connected to hear more about Novartis and our career opportunities, join the Novartis Network here:

The pay range for this position at commencement of employment is expected to be between $80,000 and $120,000 per year; however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements, including a sign-on bonus, restricted stock units, and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.


At Novartis, we are reimagining medicine.

Our purpose is to reimagine medicine to improve and extend people's lives. We use innovative science and technology to address some of society's most challenging healthcare issues. We discover and develop breakthrough treatments and find new ways to deliver them to as many people as possible.

Novartis has one of the industry’s most competitive pipelines. Many of these projects, which include new molecular entities as well as additional indications and different formulations for marketed products, are for medicines that could significantly advance treatment standards for patients worldwide.

We have entered an exciting era in health and biomedical innovation. Powered by our incredible colleagues, supported by our flexible-hybrid working model, new AI powered learning, personal growth and career platform and a refreshed commitment to diversity, equity & inclusion, we are well-poised to help lead this transformative moment for our industry and for ourselves. Join Us!

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