Job Description
The main responsibility of our Management Assistant Biometrics - Medical Safety and Regulatory
(MA-BMSR) is to assist the Director Biometrics - Medical Safety and Regulatory with all management assistant tasks and to support the Biometrics, Medical Safety & Regulatory team and Support Services with multiple administrative tasks.
The main responsibilities of our assistant are:
1. Provide administrative support to the Biometrics, Medical Safety and Regulatory management team, including communications
2. Organize travel and congress arrangements
3. Manage employee on/offboarding administration (request access/licenses in different systems/tools, HR link, ordering IT material/laptops…)
4. Give introduction training to new employees explaining all general and administrative rules which are applied within the BMSR department
5. Managing cases in I-expense (expense notes system)
6. Managing cases in iProcurement (Purchase Ordering system)Creation of POs, Handling of OrdersFollow up on the correct and timely delivery of the orders and ensure reconciliation of the invoices in the purchase order system
7. Managing clinical trial and employee function parameters in SGS Access Management System (SAMS)
8. Organize (external) meetings and events, including logistics, practical arrangements, invites and meeting minutes
9. Follow-up on employee reports, like missing timecard reports, overdue trainings, job function reports
10. Follow up on all absences in our HR registration system (DOTS)
11. Follow-up on Budget forecast and KPI report and ensure monthly inputs towards the Director of Biometrics, Medical Safety and Regulatory
12. Provide general assistance support for Biometrics within several clinical trial projects
13. Perform reception tasks for location SGS Mechelen
14. Providing miscellaneous general administrative support to ensure smooth and effective organizational operations
Qualifications
15. Bachelor’s degree ( Office Management/ Management Assistant/ Medical Office Management…) or equal by relevant experience
16. Good knowledge of MS Word, Excel, Outlook, PowerPoint
17. Excellent knowledge of English (oral/written)
18. Strong organizational and multitasking skills
19. Excellent communication and teamwork abilities
20. Familiarity with clinical research is a plus
21. Stress resistant
22. Quality minded, sense for precision and accuracy
23. Respecting timelines
24. Confidentiality