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

AstraZeneca•Wilmington, DE

About The Position

As the Administrative Coordinator, you will support the Respiratory & Immunology - Insights, Analytics & Forecasting functional leader 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, and monitor those 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.
Detail-Orientation: Ability to manage duties and tasks at the detailed level and anticipate what will be needed.
Communication Skills: Ability to communicate within the team/leaders with tact.
Project and Organization Skills: Ability to effectively and efficiently manage and coordinate multiple projects.
Flexibility: Ability to adjust as needed to workplace and leader requirements.
Technical Skills: Sufficient knowledge of various computer programs and systems (Microsoft Office internal AZ systems) and ability to learn quickly as needed.