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Ophthalmology Principal Administrative Business Partner
Ref No.: 21-07021
Location: South San Francisco, California
Job Title: Project Coordinator/Principal Administrative Business Partner
Contract Location: South San Francisco, CA
Contract Length: 1 year, opportunity for extension or conversion pending
Pay Rate: $30 - $40/hour
Join a global biopharmaceutical company committed to healthcare solutions from prevention to treatment. They turn scientific discoveries into medicine to improve human health. Every day they dedicate their most important resource, the people, to support patients and families through their health journey.
Who We Are
Ophthalmology Marketing is all about creating the best experiences for patients, their families, and their care teams. We are a team united around a single purpose and an ambitious vision. Together, we aspire to deliver ever better health outcomes for patients while lowering overall healthcare costs. Our innovation and sustainability are rooted in the diversity of our team and results are achieved through cooperation and the incorporation of multiple points of view. Come work with a passionate group that loves rising to the challenge and thrives in a fast-paced, ever- changing, and evolving Ophthalmology landscape!
Position Overview
It's an exciting time within Ophthalmology as we deliver today with our legacy product Lucentis, and prepare for the launch of the Port Delivery System (PDS) and Faricimab. We announced P3 results and completed BLA submission for both products. With both launches expected in
Q421’- Q1’22 timeframe, these represent important innovations that can deliver for patients, customers, and our organization. The team is excited to bring these technologies to market and we are looking for an experienced, Principal Business Administrator to join our team full time to help support the team delivering today within a competitive market and prepare for the future with our pending launches as we establish our vision of being the leader in Ophthalmology, we will continue to positively impact patient’s lives and vision.
The Principal Business Administrator is integral to successfully delivering the Ophthalmology Marketing Vision, currently reporting into the Executive Marketing Director and having accountability for supporting the executive director as well as our new surgical device specialist team. This professional embraces innovative approaches and is comfortable in a growing commercial organization. He/she must be creative and adaptable to unique and changing situations, be a self-starter, goal-oriented, know how to set achievable targets, and motivate internal cross-functional teams as well as field leadership partners.
Job Responsibilities:
  • Ability to independently manage complex scheduling with a possibility of various time zones and manage various top management levels of internal and external stakeholders with a high level of confidentiality
  • Expert knowledge of available Genentech IT systems. For Example: cSuite, collaboration tools (gSuite, excel, jamboard)
  • Manage the scheduling of senior committee meetings, global summits and department offsites (all staff, leadership teams, cross functional meetings)
  • Lead the planning, organization, and execution of large-scale meetings that might entail the added complexity of managing schedules across multiple time zones with internal and/or external key stakeholders
  • Partner with manager or assigned lead to design agenda & manage the distribution of all meeting materials and manage rolling agendas for standing committee or team meetings
  • In collaboration with Strategic Event Services, drive the planning and execute all large department-wide offsites and/or onsites, including but not limited to: Global Town Halls, team meetings, etc
  • Independently lead the planning & execution of meetings at Congress events, Global Summits, etc (venue & speaker selection, technical AV requirements, catering, agenda setting, contract management)
  • Draft email communications on behalf of manager, team, department, leader, etc
  • Partner with leaders to plan communication strategy for internal department communications
  • Partner with the communications team to track, manage, prepare, support various communication and engagements.
  • Manage departmental gSites, Currents, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)
  • Coordinate collecting and implementing feedback for communications when applicable
  • Manage overall space planning process (serve as thought partner for strategy for team placement, present to leadership team, serve as main project manager)
  • Partner with leader(s) to create team agreements
  • Serve as thought partner with leadership to assess employee engagement, gauge informal pulse checks, share ideas for enhancing engagement
  • Manage complex candidate/interview process
  • Manage administrative components and logistics of onboarding including overseeing first 30 days checklist and relocation
  • Serve as external stakeholder connector
  • Keep up-to-date on cSuite changes and organize trainings for team and/or other admins in dept
  • In some cases, take on the role of Admin Lead
  • Process and manage vendor/speaker engagements, contracts and payments, etc., including RFP/Vendor selection
Functional Job Responsibilities:
  • Ability to independently manage complex scheduling with the Executive Marketing Director with a possibility of various time zones and manage various top management levels of internal and external stakeholders with a high level of confidentiality
  • Offer Administrative support for our marketing team as we prepare for launch (Employee and Team Experience, Meeting/Network Activity Management, Business Operations, Curation and Management of Department/Leadership Collaboration and Communication, Event Management/Travel). For example: support Marketing Team Meetings as needed and team culture initiatives.
Required Skills and Qualifications:
  • An average of 5-7 years related administrative, operations or project management experience (experience gained in the pharmaceutical/biotech industry is strongly preferred)
  • Previous work experience in Roche/Genentech is strongly preferred
  • Previous experience must include responsibilities for managing confidential information
  • Previous experience training other staff in company or departmental systems, processes, and other general or administrative tools is strongly preferred
  • Proven track record of meeting or exceeding objectives and goals
  • Ability to plan, coordinate, organize and prioritize work within and across functional groups and execute strategically. May take lead role in the assessment and coordination of work flow among team members
  • Actively creates a collaborative and productive climate. Ensures ideas, opinions and the expertise of others are elicited when making decisions that impact overall group, actively seeks and integrates input from other parts of the organisation, resolves complex issues and conflict
  • Exercises judgment and discretion of highly sensitive and proprietary information
  • Oversees and promotes accuracy and attention to detail of work systems and procedures, fosters a continuous improvement mindset
  • Based on breadth of experience, skills and strategic context, drives the decision making process independently
  • In depth knowledge of cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet,ZOOM) Actively seeks to inform, promote and instruct others with innovative tools that enhance efficiency and productivity
  • Familiarity with Genentech organization strongly preferred
  • BS/BA degree or equivalent industry experience