Coordinator, Oncology Planning & Execution

The Coordinator, Oncology Planning & Execution responsibilities include working closely with Head of Oncology Planning and Execution and team and respective Oncology leadership team members to perform numerous and varied tasks, such as engaging within internal and external stakeholders, coordinating bi-yearly Scientific Advisory Forum and advisory boards, external engagement activities, internal and external Governance and Board meetings (including assisting with preparations for board meetings, external partner meetings, interactions, and scientific engagements). In addition, the Oncology Development Coordinator will perform administrative duties, scheduling support and coordination of future internal and external audits, coordinating recruitment and onboarding activities, handling financial queries and arranging travel.

• To provide end-to-end support to the Oncology Planning and Execution team. Plan and arrange meetings and conference calls to make best use of time, including internal Leadership Team meetings (core and extended), Scientific Review Fora, and departmental meetings. In addition, the coordinator will assist with the planning and arrangement of internal board meetings as needed and scientific advisory board meetings and concurrently ensure appropriate and necessary information distributed to appropriate parties well in advance, book rooms, and technical arrangements are in place. Organization of complex and fluid travel arrangements, preparation of detailed itinerary and relevant travel, meeting materials, and process of travel reimbursement.

• Coordinate bi-yearly Scientific Advisory Forums including venue sourcing, contracting and review process

• Coordinate R&D advisory boards and provide end to end support the asset teams

• Coordinate external engagement activities for the Oncology leadership team, liaising across the GSK functions in medical and LOC in scheduling and planning.

• Provide support to Oncology Research Unit must-win type workstreams, which could come in the form of issuing communications and/or providing rudimentary project management support

• Issue departmental communications including new hires, leavers and departmental changes. Coordinate Townhalls, Lets Talk and monthly departmental meetings. Support Inclusion and Diversity initiatives and coordinate staff engagement initiatives to maximize team collaboration, employee engagement, and improve culture. Coordinate leadership team development, high performing teams, team building and new leader assimilation meetings.

• Initiate requests for contracts for engaging external experts, grants and donations, raise and track purchase orders, and ensure payment for services rendered to completed in a timely manner.

• Provide scheduling and coordination support of internal and external audits, such as A&A or Regulatory, to ensure the efficient execution of the audit

• Maintain and update list of employees and contractors, distribution lists, organizational charts, conference attendance, and Oncology Development Sharedrive/ MS Teams access, including complex Leadership Team sites containing sensitive information.

• Act as change Champion for the Upper Providence (UP) site and be a liaison for questions for the UP community. Attend Change Champion meetings, and provide site tours and engagement activities to support new team members.

• Build relationships within Oncology Research Unit and with key internal stakeholders across Medical Affairs and GPS, including with peer departmental executive assistants to coordinate time sensitive meetings (i.e. PALT, OSF, etc.) quickly and efficiently. Attend monthly oncology, site specific, and one-ask administrative meetings to continually be in the loop of all activities.

• Work collaboratively with other Oncology Coordinators and Executive Assistants to build a robust Executive Assistant community within Oncology Development

• Operate with the highest level of discretion and sensitivity as they will routinely be exposed to GSK confidential and sensitive information and data.

Basic Qualifications:

We are looking for professionals with these required skills to achieve our goals:

• Bachelor Degree

• 5 or more years of Administrative/Coordinator support

• Experience in computer software applications (Word, Excel, Power Point), GSK administrative systems (procurement, reimbursement), GSK business systems

• Experience with GSK policies and SOPs relating to the CIA, Grants & Donations, Scientific Engagement, Global Meetings Project, travel and expense.

Preferred Qualifications:

If you have the following characteristics, it would be a plus:

• Ability to manage time effectively without supervision and to organize, prioritize and deliver tasks and projects with a sense of urgency and close follow-up of any open issues.

• Proven ability to think ahead and take initiative. Able to make decisions outside of standard processes with and without line manager support.

• Ability to act with utmost discretion and confidentiality given routine access to GSK confidential and sensitive information.

• Able to manage diverse routine and ad-hoc administrative projects simultaneously using creativity and independent judgment.

• Excellent interpersonal skills, able to project a competent and confident and professional image of the department to internal and external petitioners and stakeholders.

• Basic science or clinical organization background an advantage.

• Project management or change management background an advantage.

Please visit GSK US Benefits Summary to learn more about the comprehensive benefits program GSK offers US employees.

Why GSK?

Uniting science, technology and talent to get ahead of disease together.

GSK is a global biopharma company with a special purpose - to unite science, technology and talent to get ahead of disease together - so we can positively impact the health of billions of people and deliver stronger, more sustainable shareholder returns - as an organisation where people can thrive. We prevent and treat disease with vaccines, specialty and general medicines. We focus on the science of the immune system and the use of new platform and data technologies, investing in four core therapeutic areas (infectious diseases, HIV, respiratory/ immunology and oncology).

Our success absolutely depends on our people. While getting ahead of disease together is about our ambition for patients and shareholders, it's also about making GSK a place where people can thrive. We want GSK to be a place where people feel inspired, encouraged and challenged to be the best they can be. A place where they can be themselves - feeling welcome, valued, and included. Where they can keep growing and look after their wellbeing. So, if you share our ambition, join us at this exciting moment in our journey to get Ahead Together.

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