Location: San Rafael, CA (Hybrid work option available)
Education: High School diploma required; Bachelor's Degree preferred.
The General and Administrative teams provide essential support across all company operations, playing a key role in our mission to deliver top-tier therapeutics for patients with rare diseases. Our teams include functions such as finance, legal, human resources, corporate compliance and ethics, and IT. Join us in making a meaningful difference in patients' lives.
We are looking for a highly skilled and experienced Contract and Administrative Coordinator to join our HR department.
Top 3 Requirements:
At least four years of relevant experience.
Proficiency in MS Project, Excel, PowerPoint, Word, and Outlook.
Strong program and vendor management experience
Key Responsibilities
Contract Management:
Manage the HR contract request and submission process.
Submit HR contracts via Coupa and SpringCM contract management systems.
Initiate Master Service Agreements (MSA) and Scope of Work (SOW) contract requests within SpringCM.
Ensure contract execution aligns with corporate policies.
Create new vendor profiles in Coupa.
Create requisitions for contracts within Coupa.
Serve as the primary point of contact, fostering strong relationships between vendors, department managers, legal, accounts payable, finance, and systems such as SpringCM and Coupa.
Keep track of contract statuses and provide regular updates.
Work with vendors monthly to manage accruals.
Track contract expiration and renewal dates, initiating renewals and extensions.
Update monthly accruals in Coupa receipts.
Utilize Coupa-generated reports for data management and decision-making.
Collaborate with finance to resolve queries and complete end-of-quarter true-ups.
Administrative Support:
Schedule meetings and coordinate logistics for both internal and external groups.
Manage calendars for the SVP of HR and HR Leadership Team, scheduling internal and external meetings, as well as booking events.
Arrange domestic and international travel plans.
Coordinate team and cross-functional offsite events with vendors.
Process and submit expense reports for the SVP of HR using Concur software. Research and resolve any discrepancies.
Maintain HR BioWeb, collaborating with the HR team to ensure content is up-to-date.
Assist with special projects and ad hoc tasks, such as preparing presentations, organizing spreadsheets, or creating organizational charts.
Onboarding Support (Backup Role):
Track and follow up on onboarding tasks for new hires.
Ensure timely completion of tasks like background checks, I-9, Deemed Export License, and CIIA by liaising with the TA team and new hires.
Import candidate profiles into the HCM system and initiate the onboarding process.
Process I-9 requests in I9Advantage and track expiring work authorizations.
Conduct audits of employee files for compliance, ensuring missing or expired documents are addressed.
Requirements
High School diploma required; Bachelor's Degree preferred.
Experience:
At least four years of relevant experience.
Experience supporting executives is preferred.
Proficient with standard office software applications.
Strong ability to meet deadlines, maintain attention to detail, and prioritize tasks effectively.
Excellent communication and interpersonal skills.
Ability to work independently while following established guidelines.
Discretion in handling confidential information.
Strong written and verbal communication skills, with the ability to multitask.
A team player who thrives in a fast-paced, collaborative environment.
Exceptional organizational skills with the ability to work under tight deadlines.
Enjoys a challenging, high-speed work environment.
Technical Skills:
Proficiency in MS Project, Excel, PowerPoint, Word, and Outlook.
Experience with Oracle HCM is a plus.
Familiarity with Coupa and SpringCM is preferred.
Strong program and vendor management experience.
Excellent customer service and analytical skills, with the ability to engage with all levels of the organization.