Coordinator, DD&T

1 week ago

Old Toronto, Ontario, Canada Takeda Full time

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Job Description

ROLE OBJECTIVE

The Coordinator, DD&T supports the day-to-day operations of the DD&T team, including administrative support in connection with the DD&T budget, approvals, payment and controlling. The role also supports and liaises with the HR department to drive operational needs.

SCOPE

  • Provides administrative support for DD&T and HR budgets, as well as TPRM process, SOW, POs, invoicing, accruals and reconciliation with Finance for DD&T team and HR.
  • Supports DD&T activities across teams as needed, including D&I, NGCE and L&D. E.g. serves as Dedicated Coordinator of Market Research process and Veeva PromoMats Ambassador for LOC
  • Primary Administrator of SuccessFactor Learning and Knowledge sharing platform
  • Overall organization and support for culture and team building, including department meetings, logistics, coordination of agenda, vendors and activities.

Country (-ies): Canada

Keyaccountabilities

  • Maintains departmental budget, including tracking of invoices, accruals, and reconciliation with Finance monthly for both DD&T and HR departments.
  • Interfaces and communicates with internal and external customers; directs people to the appropriate resources.
  • Participates in the development and maintenance of improvement processes; actively participates in self- and team audits and resulting process improvements.
  • Supports departmental leadership team meetings including content development, agendas, minutes, follow-ups and logistics as required.
  • Prepares documentation for payment of vendors, consultants, and suppliers; liaises with procurement and finance to perform RPF's where appropriate; submits documentation and enters request for payments into accounting system; responds to inquiries from accounts payable and payees.
  • Primary administrator of Success Factor learning and knowledge sharing platform for organization; Works with various stakeholders to assign, maintain and audit the completion of required training modules through different training platforms (Bloom, SuccessFactor, MyLearn etc.); Provides measurement and reporting to stakeholders as required.
  • Primary administrator and Lead for Location of Promomats system; Partners with Learning and Development, NGCE and business partners to develop and maintain training materials in system; Provides measurement and reporting to stakeholders as required to ensure accuracy and SOP compliance.
  • Coordinates new hire onboarding and offboarding communications to key stakeholders.
  • Develops a strong network within the department; draws on network to answer questions, solve problems, and successfully execute responsibilities.
  • Demonstrates confidentiality and high level of integrity in execution of all responsibilities.
  • Uses appropriate tools for required work including Microsoft Outlook, Word, Excel, and Power Point to track, document, report data, and maintain web pages.
  • Reviews documents and proofreads work for grammar and spelling, accuracy, consistency of terms, and completeness; ensures document text and graphics adhere to corporate and organization guidelines and standards.
  • Will perform duties in compliance with all applicable laws, industry codes, company policies and procedures.

SKILLS and LEADERSHIP CAPABILITIES

  • Highly collaborative team player with growth mindset, agility, a can-do attitude and strong work ethics
  • Excellent communication skills and previous experience working with multiple internal and external stakeholders.
  • Demonstrated initiative and ability to work independently.
  • High level of integrity and confidentiality in managing sensitive information.
  • Experience in managing projects, multi-tasking and be proactive with team members to achieve outcomes a strong advantage.
  • Strong sense of ownership and attention to detail.
  • Understanding of the healthcare regulatory environment an advantage.
  • System experience in Workday, ARIBA, SAP, SuccessFactor, Bloom, Veeva PromoMats, etc.
  • Computer skill proficiency in Microsoft Excel, Word and PowerPoint, BI Reports.

Digital Competencies

  • Proficiency in leveraging digital tools, platforms, Artificial Intelligence (AI) and other technologies (incl. MS Office suite) to communicate with impact and perform tasks efficiently and effectively.
  • Experience working effectively with colleagues in virtual or remote settings, utilizing digital collaboration tools, incl. MS Teams.
  • Dedication to lead by example through intentional skill development, experimentation and fostering a culture of digital curiosity within the organization.
  • Understanding of cybersecurity threats and best practices to protect sensitive information and systems.

Preferred Experience and Education

  • University degree or college diploma
  • 2-3 years' experience in Pharmaceutical/Biotech industry supporting large, complex teams in head office and in the field.
  • Fluency in English, both in oral and written communication; Bilingualism (English/French) is an asset
  • Computer skill proficiency in MS Office
LocationsToronto, CanadaWorker TypeEmployeeWorker Sub-TypeRegularTime TypeFull time
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