Preclinical Program Coordinator

Oxford BioTherapeutics•San Jose, CA

2d•$35 - $45

About The Position

Oxford BioTherapeutics (OBT) is a clinical-stage biotechnology company developing antibody therapeutics for the treatment of cancer. The Preclinical Program Coordinator will support the Program Office in the coordinated delivery of OBT’s preclinical programs by helping maintain high-quality program documentation, compliance records, meeting outputs, workplan tracking, and audit preparation. This role is intended to provide structured operational and administrative support to Program Managers and scientific teams. The role will help ensure that program-related information is complete, well organised, traceable, and accessible to authorised stakeholders. Working closely with Program Managers, the Data Manager, Team Leads, and scientific contributors, the Preclinical Program Coordinator will support routine coordination activities, document control, action tracking, meeting preparation, and audit readiness across preclinical programs. A key part of the role will be to support the Data Manager and Program Managers with auditing and quality checks of program-related materials, WorkPlans, reports, meeting records, and associated documentation, helping ensure that internal procedures, study plans, collaborator requirements, and data management expectations are followed consistently.

Requirements

Bachelor’s degree in a scientific, life sciences, project coordination, business administration, or related discipline; relevant experience may be considered in place of a degree.
2+ years of experience in supporting programs, projects, research operations, laboratory operations, or administrative functions within a biotechnology, pharmaceutical, life sciences, or related environment.
Strong organisational skills, with the ability to maintain accurate records, track multiple actions, and coordinate information across several programs or workstreams.
Excellent attention to detail and a strong commitment to documentation quality, data integrity, and consistent ways of working.
Stong written and verbal communication skills with the ability to collaborate effectively across cross-functional teams specifically with Program Managers, Data Managers, scientific staff, Team Leads, Operations, Quality, and external-facing teams.
Ability to interpret procedures and templates and apply them consistently to routine documentation and audit support activities.
Ability to follow up constructively with colleagues to obtain missing information, clarify actions, and support completion of documentation or audit activities.
Comfortable working in a fast-paced, cross-functional environment where priorities may shift and multiple programs require support.
Proactive, reliable, and able to escalate issues appropriately while remaining within the defined scope of the role.
Support routine audits with meticulous record keeping and effective communication to drive improvements.

Nice To Haves

Familiarity with preclinical research, drug discovery, antibody therapeutics, oncology programs, or laboratory workflows is desirable.
Familiarity with WorkPlans, Electronic Lab Notebooks, SharePoint, Teams, Smartsheet, Asana, or similar project/document management systems is desirable.
Working knowledge of SOPs, policies, audit trails, metadata, document status, version control, and controlled document environments is desirable.
Working knowledge of quality management principles, including QMS, SOP lifecycle management, deviation management, and CAPA processes.
Experience supporting pre‑clinical and/or clinical‑stage programs.
Exposure to contract‑driven or partner‑specific quality and compliance requirements is highly desirable.

Responsibilities

Support the Program Office with day-to-day coordination of preclinical program activities, documentation, records, and follow-up actions.
Assist Program Managers in maintaining accurate and up-to-date program documentation.
Coordinate the collection, formatting, and filing of program-related documentation to ensure records are complete, consistent, and stored in the appropriate program locations.
Help maintain program-specific SharePoint, Teams, or equivalent systems in line with internal data management and document control expectations.
Support consistent use of document naming conventions, metadata, document status fields, and program identifiers across program records.
Assist with coordination of information flow between Program Managers, scientific teams, Data Management, Operations, Quality, and other stakeholders.
Support the creation and maintenance of program templates, trackers, checklists, and standardized ways of working to improve consistency across programs.
Oversee our timesheet reporting system and ensure all colleagues have completed their timesheet within the allotted timeframe.
Support the Data Manager and Program Managers in planning, preparing, and documenting routine audits of program-related WorkPlans, materials, reagents, and associated records.
Assist with retrieval, organization, and preparation of audit data from relevant systems, including WorkPlan exports, material reports, audit forms, and supporting documentation.
Help verify that program-related records are complete, clearly documented, appropriately filed, and aligned with relevant internal procedures and program study plans.
Support Data Management with program-specific WorkPlan audits and Biological Materials and Reagents audits activities.
Support Program and Data Management with maintaining audit trackers, findings logs, action follow-up records, and supporting documentation.
Help coordinate follow-up on audit findings, including tracking responses, evidence of completion, and closure status.
Support preparation of audit reports and audit closure documentation, ensuring appropriate sign-off, filing, metadata, and completion status are maintained.
Escalate documentation gaps, overdue actions, or potential compliance concerns to the relevant Program Manager, Data Manager, or Team Lead in a timely and constructive manner.
Support implementation of process improvements arising from audits, lessons learned, and Program Office continuous improvement activities.
Assist with maintaining awareness of relevant SOPs, policies, templates, and program-specific requirements among team members, where appropriate.
Assist with preparing metrics and information to Team Leads to drive compliance improvements within each department.
Coordinate scheduling, agenda preparation, document collation, and minute-taking for selected preclinical program meetings.
Capture clear minutes, decisions, risks, dependencies, and action items from meetings, ensuring owners and due dates are recorded where appropriate.
Support Program Managers in maintaining structured trackers for program actions, deliverables, milestones, documentation status, audit status, and follow-up activities.
Help monitor progress against defined program activities and highlight delays, missing information, or required follow-up to the relevant Program Manager.
Support coordination of internal scientific inputs required for program documentation, reports, reviews, and partner-facing materials.
Provide administrative and coordination support for vendor, CRO, or collaborator-related documentation where needed, without acting as the primary owner of external relationships or contractual commitments.
Help ensure that program records are inspection-ready, easy to navigate, and appropriately maintained for future reference.

Benefits

Medical, dental and vision insurance
The full premium amount for our employees and their dependents is covered by IGM
FSA – Healthcare and dependent care (Flexible Spending Account)
STD, LTD, Basic Life and AD&D Insurance, Supplemental Life and AD&D Insurance
401(k) Plan
120 hours of Paid Time Off
5 sick days per year
11 holidays
Employee Referral Bonus Program
Annual training budget for professional development
Annual bonus program
New hire stock options