Office Administration Coordinator

Incyte is a biopharmaceutical company focused on the discovery, development, and commercialization of novel medicines to meet serious unmet medical needs in oncology and inflammation and autoimmunity. Incyte is committed to the rigorous pursuit of research and development excellence to improve the lives of patients, make a difference in health care, and build sustainable value.

The Company strives to discover and develop first-in-class and best-in-class medicines-advancing a diverse portfolio of large and small molecules.

Incyte is a biopharmaceutical company focused on the discovery, development, and commercialization of novel medicines to meet serious unmet medical needs in oncology and inflammation and autoimmunity. Incyte is committed to the rigorous pursuit of research and development excellence to improve the lives of patients, make a difference in health care, and build sustainable value.

The Company strives to discover and develop first-in-class and best-in-class medicines-advancing a diverse portfolio of large and small molecules.

Incyte is a biopharmaceutical company focused on the discovery, development, and commercialization of novel medicines to meet serious unmet medical needs in oncology and inflammation and autoimmunity. Incyte is committed to the rigorous pursuit of research and development excellence to improve the lives of patients, make a difference in health care, and build sustainable value.

The Company strives to discover and develop first-in-class and best-in-class medicines-advancing a diverse portfolio of large and small molecules.

Job Summary (Primary function)
The main purpose of this newly created role at Incyte Biosciences Canada is to coordinate the day
- to-day / month to-month / year
- to-year office management administrative functions. These functions including office operations management within the local affiliate and with various headquarters departments such as Finance, Human Resources, (HR) Information Technology (IT), Legal and Commercial as directed by the General Manager in Canada.

Essential Functions of the Job (Key responsibilities)
Office / Operations Management:

- Develops and implementing office procedures and policies including records management and retention.
- Co-ordinates external events such as congress participation.
- Assist and support misc. administrative tasks with team upon request.
- Coordinate sponsorship, donation and grant requests internally and externally.

Financial activities:

- Initiates Purchase Orders and Master Services Agreements, as well as ensures timely follow up with internal and external contacts.
- Update and maintain local control spread sheets.
- Vendor management - managing the PO process through the electronic system.
- Receives, processes, and tracks all invoices and expense reimbursements.
- Manages tracks and records payments to Health Care Professionals (HCP) ensuring document retention.
- Monitor budgets.

Legal activities:

- Interacts with third parties e.g., vendors and organizations in coordination with INCYTE Legal/Finance/Commercial/Medical departments.
- Supports corporate and industry regulations compliance activities and projects including development and archiving of external parties contracts (such as consulting agreements with physicians and service agreements), public disclosures and corporate housekeeping in coordination with INCYTE Legal.

Qualifications (Minimal acceptable level of education, work experience, and competency)
- Bachelor’s Degree in science or administration preferred.
- Minimum of 5 years administrative experience required.
- Prior Canadian pharmaceutical industry experience required.
- Bilingual service-oriented, problem-solver with the ability to work within a growing, fast-paced environment.
- Excellent communications, interpersonal and organizational skills.
- Written and oral fully bilingual in English and French.
- Functional knowledge of Microsoft SharePoint is a major asset.
- Proficient user of MS Office package and finance software (SAP/Oracle).
- WebEx, Zoom, Microsoft Teams (internally and externally).
- Patient and customer-centric.
- Functional knowledge of Microsoft SharePoint a plus
- Proficient user of MS Office and Finance software (Oracle/SAP)
- WebEx, Zoom, MS Teams (internal/external)
- Patient and customer centric
- Ability multi-task and prioritize
- Contribute to a strong culture of business integrity and ethics
- Act within compliance, legal requirements and company policies/guidelines
- Working knowledge of purchase orders, master services agreements and payments
- Work location: Incyte Headquarters office-based role in Montreal/West Island area

Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to change or modify such duties as required