Administrative Coordinator - Respiratory & Immunology, Insights, Analytics & Forecasting

AstraZeneca • Wilmington, DE

293d

About The Position

As the Administrative Coordinator, you will support the Respiratory & Immunology - Insights, Analytics & Forecasting functional leaders and their senior staff while coordinating various projects. This includes prioritizing email correspondence, managing calendars, coordinating meetings, scheduling travel, and handling routine reporting. You will assist teams across Wilmington, Gaithersburg, Mississauga Canada, Barcelona Spain, and Cambridge UK by tracking projects, timelines, metrics, and generating requisitions and Purchase Orders (POs) via Coupa.

Requirements

• High School Diploma
• 5+ years of experience
• Experience in managing purchasing processes (Master Service Agreements, Statements of Work, invoicing) - working with Procurement, and via Coupa
• Ability to follow processes
• Written and spoken communications
• Specialist knowledge in relation to administrative/business support activities in the relevant area
• Competent in the use of relevant office equipment and systems
• Experience of a variety of software/systems
• Can create and maintain systems for efficiency for both self and others

Nice To Haves

• Relevant training, multitasking, certifications in software, and/or time management
• Proficiency in Microsoft Office Suite and SharePoint
• Strong written and verbal communication skills
• Ability to interact confidently with executives and employees at all levels
• Ability to prioritize time-critical assignments
• Skilled at meeting logistics
• Ability to maintain confidentiality
• Ability to work autonomously
• Able to handle last-minute changes with composure and confidence
• Flexible/inventive to adapt to changing needs and deadlines
• Ability to multitask effectively
• Efficient in supporting staff with software updates
• Strong time-management skills

Responsibilities

• Provide administrative services to the senior team, coordinating complex meetings and off-site events, diary arrangements, and travel in line with AZ policy.
• Process travel and expense reports for selected team members through Concur.
• Reconcile figures or information from various sources, ensuring completeness and accuracy, and follow up on discrepancies.
• Manage the process for putting Master Service Agreements in place with vendors.
• Initiate and manage project elements in AZ Coupa purchasing systems, such as finalizing Statements of Work, processing Statements of Work, obtaining Purchase Order numbers, and managing receipt and payment of invoices from vendors for projects.
• Resolve complex vendor queries and issues to meet vendor and business requirements.
• Contact vendors on non-typical, sensitive, or complex issues.
• Participate in establishing an understanding of internal customer requirements to ensure that planned activities and services meet needs.
• Monitor services and activities to ensure requirements are fully met.
• Prioritize workload to achieve personal and work unit targets.
• Organize, control, and deliver specific clerical/administrative activities and services under guidance from a supervisor/manager.
• Control small projects under general guidance ensuring delivery of project outputs according to plan, reviewing and refining plans as necessary.
• Coordinate workflow management and mentor junior team members to ensure effective allocation of resources.

What This Job Offers

• Industry: Chemical Manufacturing
• Education Level: High school or GED