Office Administration Coordinator - Careers At Incyte Corporation (2023)

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.

Résumé du poste (fonctions principales) –
Le titulaire de ce poste nouvellement créé chez Incyte Biosciences Canada sera principalement responsable de la coordination et de la gestion quotidiennes des fonctions administratives du bureau. Ces fonctions de gestion opérationnelle visent notamment la direction centrale de la société affiliée locale qui comprend les services des finances, des ressources humaines, des technologies de l’information ainsi que les services juridiques et commerciaux. Le titulaire de ce poste relèvera de la directrice générale au Canada.
Fonctions essentielles du poste (responsabilités principales)
Gestion de bureau et des opérations :
• Élaborer et mettre en œuvre des procédures et des politiques de bureau, y compris des procédures de gestion et de conservation de documents.
• Coordonner les événements externes, comme la participation à des congrès.
• Assister et soutenir l’équipe dans l’exécution de diverses tâches administratives, sur demande.
• Coordonner les demandes de commandite, de don et de subvention internes et externes.
Activités financières :
• Préparer les bons de commande et les contrats-cadres de services et assurer un suivi rapide auprès des personnes-ressources à l’interne comme à l’externe.
• Tenir à jour les feuilles de calcul de contrôle locales.
• Gérer le processus des bons de commande des fournisseurs par l’entremise du système électronique.
• Recevoir et traiter les factures et le remboursement des dépenses, et en assurer le suivi.
• Gérer, suivre et consigner les paiements aux fournisseurs de soins de santé et conserver les documents.
• Assurer un suivi budgétaire.

Activités juridiques :
• Interagir avec des tiers (p. ex., des fournisseurs et des organisations) en collaboration avec les services juridiques, financiers, commerciaux et médicaux d’INCYTE.
• Soutenir les activités et les projets de conformité à la réglementation de l’entreprise et de l’industrie, notamment en élaborant et en archivant les contrats conclus avec les parties externes (comme les accords de consultation avec les médecins et les ententes de services), les divulgations publiques et la gestion interne de l’entreprise, de concert avec le service juridique d’INCYTE.

Qualification (niveau minimal acceptable de scolarité, d’expérience professionnelle et de compétence).
• Baccalauréat en sciences ou en administration, un atout.
• Expérience requise d’au moins 5 ans en administration.
• Expérience requise dans l’industrie pharmaceutique canadienne.
• Capacité d’offrir des services bilingues, de résoudre des problèmes et de travailler au sein d’un environnement dynamique en pleine croissance.
• Excellentes aptitudes en matière de communication, d’organisation et de rapports interpersonnels.
• Bilinguisme parfait (anglais et français) à l’oral et à l’écrit.
• Connaissance fonctionnelle du logiciel SharePoint de Microsoft, un atout majeur.
• Maîtrise de la suite Microsoft Office et des logiciels de gestion financière (SAP ou Oracle).
• Connaissance des logiciels WebEX, Zoom, Microsoft Teams (pour une utilisation à l’interne et à l’externe).
• Approche centrée sur les clients et les patients.
• Capacité à effectuer des tâches multiples et à établir des priorités.
• Capacité à contribuer de façon positive à l’affirmation d’une culture d’entreprise forte s’appuyant sur des critères d’intégrité et d’éthique.
• Capacité à agir en conformité avec les exigences prévues par la loi et dans le respect des lignes directrices de l’entreprise.
• Connaissance des bons de commande, des contrats-cadres de services et des paiements.
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• Emplacement : poste au sein du siège social d’Incyte Canada à Montréal (Ouest de l’île).

We Respect Your Privacy

Learn more at: http://www.incyte.com/privacy-policy

You may have the right to access, delete, restrict, edit, move, or object to the use of your personal data. You may also have a right to report concerns to the authority responsible for data privacy in the country where the position is based or where you live or work.

You can learn more about Incyte’s data protection practices here. By accessing this link you can learn about the types of personal data we collect, how we use it, whether collection and processing is optional, sources of the personal data we process, how it is shared, where it is stored or transferred to, how long we keep it, and contact information for Incyte, Incyte’s data protection officer, and your supervisory authority (if applicable).

Please contact privacy@incyte.com if you have any questions or concerns or would like to exercise your rights.