System Coordinator - Bristol Myers Squibb (Puerto Rico)
Summary:
Responsible for ensuring that Drug Product procedures and forms are in compliance with the current Site procedures. Support the Department administrative activities related to issuance confidential documents in accordance with prescribed governmental requirements and/or Bristol-Myers Squibb policy and; GMP & Safety activities to be in compliance with regulatory programs. This position must comply with all Security Guidelines, Environmental Health and Safety regulations and the current Good Manufacturing Practices required by the job
Responsibilities:
1. Maintains the Drug Product Operation SOP’s/Forms Documentation System
a) Monitors and tracks all the expired procedures / forms and provide guidance to complete the process through out the system.
b) Verifies that the approved final documents are correct and assures it is posted in the system.
c) Assures that the SOPs Binders are updated with the correct effective version.
d) Revises SOPs and Forms, which includes reformatting and writing instructions.
e) Manages the revision of all documents in DCA (SOPs, MBRs and Forms).
2. Provides administrative support to Manufacturing Department staff to assure an efficient and controlled office operation.
a) Generates purchase requisitions, contacts suppliers for operating supplies and maintains a file on all purchase requisitions and purchase orders.
b) Schedules appointments, greets visitors and arranges referral of unscheduled visitors according to the purpose of the visit.
c) Monitors important confidential files and records to assure that correct and up-to-date information is readily available.
d) Prepares the Budget Spending Templates with the input of the specific Account owner
e) Monitors the Business Unit spending accounts and provides alerts in case of potential Budget targets deviations
f) Assists the department staff with administrative aspects of new projects coordination
g) Reserves conference rooms, makes the arrangements for breaks (if applicable), print attendance sheets and prepares proper schedules as requested including for the Department Safety Committee activities and/or meetings.
h) Gathers and organizes all necessary documents and/or information for meetings.
i) Attends meetings, including the department Safety Committee meetings, and prepares meeting minutes as required.
j) Maintains the department Bulletin Board with updated information and posts information required by the internal authorities (Human Resources Department Head or Environmental Health and Safety Department Head).
k) Assists the Safety Committee in the Committee activities coordination.
l) Assists in handling department employees training documentation with Knowledge Transfer area to ensure employees’ training information is updated in the training repository system.
m) Provides follow-up to department supervisors to ensure that the required GMP & EHS trainings are delivered and properly documented in compliance with company regulatory activities.
n) Keep the Business Unit Metrics Visual Boards updated.
Knowledge/Education:
• Bachelor Degree in Office Administration / Secretarial Sciences• Five (5) years of experience in an administrative function• Proficient knowledge of Microsoft Programs such as: Word, Excel, Power Point, etc.• Self-starter, strong problem-solving and good interpersonal skills.• High degree of diplomacy and tact to deal with visitors, telephone requests and plant/office personnel in a pressureenvironment.• High sense of responsibility, persistence and confidentiality• Strong planning and organizing skills.• Discretion in dealing with sensitive matters• Able to anticipate unusual situations and project solutions.• Excellent oral and written communication skills in both English and Spanish• Able to work under pressure• Available to work overtime
Skills:• Good proofreading skills• Significant administrative abilities and aptitude for analyzing data detecting inconsistencies, determiningrelative importance and referring to the Department Manager.• A high degree of honesty and integrity is required of each employee
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