Project Coordinator, Medical Excellence, Training & Policy

Working with Us

Challenging. Meaningful. Life-changing. Those aren’t words that are usually associated with a job. But working at Bristol Myers Squibb is anything but usual. Here, uniquely interesting work happens every day, in every department. From optimizing a production line to the latest breakthroughs in cell therapy, this is work that transforms the lives of patients, and the careers of those who do it. You’ll get the chance to grow and thrive through opportunities uncommon in scale and scope, alongside high-achieving teams rich in diversity. Take your career farther than you thought possible.

Bristol Myers Squibb recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits, services and programs that provide our employees with the resources to pursue their goals, both at work and in their personal lives. Read more careers.bms.com/working-with-us.

The Team/Project Coordinator will support functions across the Medical Excellence, Training & Policy (METP) teams by performing data entry, providing reports as required, arranging internal trainings for worldwide audiences as well as maintaining digital communications tools (internal) and driving internal meetings. Supports the METP team with project planning and administration, meeting planning as well as other ancillary activities. Assumes additional responsibilities related to business processes and operations at the direction of supervisor.

Core Responsibilities

• POC for added in Vault, SharePoint and mailing group management, responsible for creating security groups, allowing access to specific colleagues or mail groups, as well as setting permissions for editing abilities. Supporting on the daily organization and content management of SharePoint. Contribute to Vault systems to support department members including filing/retention and other functions as required. Daily management of mail group permissions to help facilitate smooth communication from within the METP team.
• Supports other functions/projects as required.
• Attends and provides input/feedback at meetings as required.
• Supports on-boarding activities. In charge of "welcoming" of new staff/contingent workers in the Ex-US Medical team, including requesting CV, JD, set-up of office/virtual requirements, provide access to internal sites.
• Ensures that issues, which arise during regular daily activities, are resolved or escalated to the appropriate person(s).
• Arranges global offsite and onsite meetings, including regular staff meetings. Coordinates cross- functionally with Global and US Administrators.
• Identifies opportunities to enhance and/or streamline job related processes and is responsible for arranging and conducting individual/group training sessions.
• Ensures administrative support for METP for day-to-day operations as well as individual projects as needed (e.g., vendor meetings, Statement of Work orders, Purchasing orders, International and Domestic travel arrangements).
• Reports to the Associate Director, Strategy & Operations, Medical Excellence, Training, and Policy within Scientific Communications & Engagement organization.
• Schedules meetings, preparation of meeting agendas, presentations and or training materials (both printed and electronic) in various formats such as PowerPoint, Microsoft Word, and Excel as needed.
• Supports METP projects, including creating and updating timelines and communicating with Global teams and US. Coordinate with all stakeholders to ensure all project information is accurate and timely.
• Supports new and ongoing department projects; plans and coordinates scheduling, budgeting and facilitates project logistics, hosting clients and visitors.

Event Logistic Management Responsibilities

• Event logistic organization of METP meetings/events, management of BMS logistic & production agencies ensuring the following registration website management, venue search, site visits, negotiation and contracting (including hotels, restaurant, AV agencies), delegate management, on-site logistics, ground transportation (identification and supervision of local agencies), meeting and dinner arrangements. Responsible for ensuring the smooth running of the whole event, and ensuring attendees receive badges and certificate of attendance.
• Prepare other documentation/materials for events upon needs and requests from the team.
• Supporting the METP teams as needed on internal communication projects and/or training events and Microsoft Teams.
• Supporting annual events across METP as needed.

Other Responsibilities

• Adheres to daily/weekly assignments and demonstrates flexibility during times of competing priorities.
• Conducts business in accordance with Bristol Myers Squibb Values.
• Develops and/or maintains all training materials as it relates to data entry/fulfillment activities.
• Participates in training of new hires, as appropriate, and ensures key activities are incorporated as part of the training.
• Participates in on the job training programs to enhance professional growth.
• Completes all assigned SOPs and training within designated timeframe and adheres to job-specific SOPs, WPs, and Guidance Documents.

Qualifications & Experience

• Minimum 5 years administrative/coordinator experience required, preferably in the biotech or pharmaceutical industry
• Ability to draft clear, concise written correspondence
• Familiarity with electronic referencing databases
• Meeting experience organizing worldwide training working cross functionally.
• High level of personal commitment and results-orientation
• Ability to assess workload and prioritize projects under tight deadlines
• Computer literacy- Microsoft Office Applications, customer database(s)
• Very attentive to detail and task oriented
• Ability to effectively interact cross-functionally and across geographies
• Flexible, with positive attitude; highly motivated self-starter willing to work in an environment where individual initiative, accountability to the team, and professional maturity
• Ability to manage and coordinate complex projects with minimal direction
• Makes timely decisions with appropriate input
• Ability to multi-task, manage conflicting priorities with confidence, strong ability to take direction but also exercise judgment and independent thought
• Experience with Customer Database(s) strongly preferred
• Proficiency in Microsoft Word and Excel required
• Comfortable working with limited day-to-day supervision
• Excellent written and oral communication skills

If you come across a role that intrigues you but doesn’t perfectly line up with your resume, we encourage you to apply anyway. You could be one step away from work that will transform your life and career.

Uniquely Interesting Work, Life-changing Careers

With a single vision as inspiring as “Transforming patients’ lives through science™ ”, every BMS employee plays an integral role in work that goes far beyond ordinary. Each of us is empowered to apply our individual talents and unique perspectives in an inclusive culture, promoting diversity in clinical trials, while our shared values of passion, innovation, urgency, accountability, inclusion and integrity bring out the highest potential of each of our colleagues.

On-site Protocol

Physical presence at the BMS worksite or physical presence in the field is a necessary job function of this role, which the Company deems critical to collaboration, innovation, productivity, employee well-being and engagement, and it enhances the Company culture.

BMS is dedicated to ensuring that people with disabilities can excel through a transparent recruitment process, reasonable workplace accommodations/adjustments and ongoing support in their roles. Applicants can request a reasonable workplace accommodation/adjustment prior to accepting a job offer. If you require reasonable accommodations/adjustments in completing this application, or in any part of the recruitment process, direct your inquiries to [email protected]. Visit careers.bms.com/eeo-accessibility to access our complete Equal Employment Opportunity statement.

BMS cares about your well-being and the well-being of our staff, customers, patients, and communities. As a result, the Company strongly recommends that all employees be fully vaccinated for Covid-19 and keep up to date with Covid-19 boosters.

BMS will consider for employment qualified applicants with arrest and conviction records, pursuant to applicable laws in your area.

Any data processed in connection with role applications will be treated in accordance with applicable data privacy policies and regulations.