Admin Coordinator

US Tech Solutions•Thousand Oaks, CA

3d•Onsite

About The Position

This role involves day-to-day administrative responsibilities onsite and leading and supporting several project initiatives as needed. The position is a 12-month contract.

Requirements

Expert knowledge of Veeva Vault RIM.
High level of digital literacy with a variety of tools (e.g. Smartsheet, Miro, MS Copilot, ChatGPT Enterprise, Tableau) with a willingness to learn and adapt to new tools.
Ability to handle multiple tasks and deadlines in a fast-paced environment.
Associate degree and 2 years of experience OR 2 years in a technical school setting with hands-on experience OR High school diploma / GED and 4 years of experience.

Nice To Haves

Proven experience coordinating with cross-functional teams and driving process improvements.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Strong interpersonal skills with the ability to influence and engage stakeholders at all levels.

Responsibilities

Manage the complete US FDA Certificate of Pharmaceutical Product (CPP) process — from application drafting and submission to Health Authorities through delivery to international destinations.
Serve as the primary liaison between FDA and internal requestors for issue resolution and coordination of updates to ensure timely communication and document modifications.
Initiate and manage the authentication process for CPPs by the US State Department, Embassies, and Chambers of Commerce, to final dispatch to international destinations.
Track and manage CPP applications through various stages of process lifecycle.
Support the State Licensing team by routinely monitoring the ATO physical mailbox, scanning documentation, and coordinating shipment of hard-copy materials via U.S. Mail and courier services.
Manage the authentication process for country-specific documents across products, modalities, sites, and phases of development.
Obtain required document authentications and coordinate timely dispatch to appropriate end users (e.g., health authorities, local regulatory representatives, Company’s partners).
Archive documents in accordance with established procedures and regulatory requirements.
Maintain authentication process documentation and provide training to CMC staff on authentication workflows and requirements.
Work onsite 1–2 days per week to coordinate notarization and obtain signatures as needed to meet regulatory timelines.
Assist Regulatory teams with managing CMC Compendial Monographs from European Pharmacopeia (Ph.Eur), US Pharmacopeia (USP), and Japanese Pharmacopeia (JP).
Provide analytical support and follow-up for special projects and initiatives, including issue resolution related to invoicing and document management.
Leverage digital tools (e.g., Smartsheet or similar platforms) to automate workflows, track deliverables, and maintain accurate documentation.
Maintain shared resources and documentation on SharePoint and Microsoft Teams.
Check and provide FDA Forms (1571 and 365h) to USRLs/RPs/CMC as needed.
Anticipate challenges and resolve issues proactively using sound judgment and diplomacy.