Medical Administrative Coordinator bei Galderma

Galderma is the emerging pure-play dermatology category leader, present in approximately 90 countries. We deliver an innovative, science-based portfolio of premium flagship brands and services that span the full spectrum of the fast-growing dermatology market through Injectable Aesthetics, Dermatological Skincare and Therapeutic Dermatology. Since our foundation in 1981, we have dedicated our focus and passion to the human body's largest organ - the skin - meeting individual consumer and patient needs with superior outcomes in partnership with healthcare professionals. Because we understand that the skin, we are in shapes our lives, we are advancing dermatology for every skin story.

We look for people who focus on getting results, embrace learning and bring a positive energy. They must combine initiative with a sense of teamwork and collaboration. Above all, they must be passionate about doing something meaningful for consumers, patients, and the healthcare professionals we serve every day. We aim to empower each employee and promote their personal growth while ensuring business needs are met now and into the future. Across our company, we embrace diversity and respect the dignity, privacy, and personal rights of every employee.

At Galderma, we actively give our teams reasons to believe in our bold ambition to become the leading dermatology company in the world. With us, you have the ultimate opportunity to gain new and challenging work experiences and create an unparalleled, direct impact.

Purpose of the Job

It is administrative position, is central to all the different business processes in the organization.

1. The primary purpose of this role is to manage the flow of information between the different areas/functions of the medical department or other parts of the business. Over time, the business needs may change, so that more support is required to coordinate activities and information in multiple areas of the organization.

2. The secondary purpose isto support Medical Director and project management of allocated project.

The ability to communicate well, both orally and in writing, is very important in this role.

Key Responsibilities:

Team Support:

• Lead the preparation and administration of all Ad Boards and Working Groups, including attending meetings, guiding agencies through our internal processes/providing trackers/assisting with logistics

• Assisting and supporting in Audits & Inspections with presentations, trackers, meeting support, input.

• Congresses/conference – trackerslides, assistance with logistics, documents, agencies, etc.

• KOL database/information & support – downloading information, profiles, required documents, setting up new areasin Sharepoint

• Ensure MALs/MSLs know where to keep the presentations, profiles and biosso they are easily found

• Plan and coordinate roadshows, including travel and accommodation for the Medical Director and Team

• Set up and arrange all Team meetings and Team Building events

• Gen admin: o Assist team with presentations o Assist team with monthly meetings o Maintaining a good filing system o Track holidays & absence o Update weekly whereabouts and update to office manager o Meeting room bookings o Support with systems training and advice as required.

Medical Director support:

• Expenses on Concur – full responsibility

• Booking Travel & Accommodation including itinerary and diary updates

• Diary Management – full control:

• Arrange meetings
• Rearranging as necessary – being proactive, taking initiative
• Set up new process of holding time slots for essential breaks/prep time
• Set up regular Leadership meetings, including agenda & slides from the Team

Email management - full control in MD’s absence

• Remove all diary acceptances, declines, etc. to streamline
• Flag urgent or action required emails
• File as necessary

Set up and manage Med Directorate filing area

• Part of Leadership Team, giving input and insights as necessary
• Produce powerpoint presentations

Project management of the medical department budget & finance:

• Manage Med Affairs budget covering the Ax and Rx business units
• Set up and lead monthly meetings with Med Affairs Leads & Medical Director
• Set up and lead monthly update meetings with Finance
• Provide accurate forecasts each month to Finance with desired phasing
• Present a quarterly review at the Medical Leadership mtgs
• Finance management, inc PO’s, invoices,supplierset up
• Keep running totals and visibility re PO's paid per month and what we have left to spend for the year
• Chase up and ensure team keep me updated in relation to dates work completed

Project management of Funding Committee

• Effectively project manage the Funding committee meetings by collaborating with BU’s and functions
• Set up monthly meetings with SLT members and BU’s – these must include submissions, pre-reads and agenda of items to be discussed
• Effective communication with the BU’s, applicants and attendees as to status of submissions
• Provide follow up information and templates where necessary
• Manage/maintain document of actions and minutes plus tracker
• Produce monthly KPI’s for MD to take to SLT meetings
• Present quarterly executive summary at the Medical Leadership meetings
• Prepare annual report at end of each year

Project management of selected HR activities related to recruitment to the Medical Department:

• Assisting with queries for systems such as PATH, troubleshooting where necessary
• Train on Concur Expense system, One buy and the Finance process
• Regularly touch base with the new starters to support and reassure them in their first few weeks

Project management of some compliance activities(TBC):

• General queries/Compliance champion/history/advice to Legal/Compliance team
• Saving MSA/HCO contracts in Compliance Shared area

Profile Requirements and Competencies: Key Skills / Experience Required:

• Strong interpersonal skills - ability to interact with all levels within the organization and to deal with key opinion leaders and the medical/scientific communities
• Meeting planning and facilitation skills
• Ability to interface effectively with a variety of technical platforms