Bristol-Myers Squibb is a global Biopharma company committed to a single mission: to discover, develop, and deliver innovative medicines focused on helping millions of patients around the world in disease areas such as oncology, cardiovascular, immunoscience and fibrosis.
Join us and make a difference. We hire the best people and provide them with a work environment that places a premium on diversity, integrity, collaboration and personal development. Through a culture of inclusion, we create a better, more productive work environment. We believe that the diverse experiences and perspectives of all our employees help to drive innovation and transformative business results.
PRINCIPAL OBJECTIVE OF POSITION:Describe the purpose of this position
Responsible for ensuring that Drug Product procedures and forms are in compliance with the current Site procedures. Support the Department administrative activities related to issuance confidential documents in accordance with prescribed governmental requirements and/or Bristol-Myers Squibb policy and; GMP & Safety activities to be in compliance with regulatory programs. This position must comply with all Security Guidelines, Environmental Health and Safety regulations and the current Good Manufacturing Practices required by the job
MAJOR DUTIES AND RESPONSIBILITIES:State the most important activities and accountabilities of this position. Describe how these activities and accountabilities can influence the achievement of departmental or business goals. (Attach additional sheets if needed):
1. Maintains the Drug Product Operation SOP’s/Forms Documentation System
a) Monitors and tracks all the expired procedures / forms and provide guidance to complete the process through out the system.
b) Verifies that the approved final documents are correct and assures it is posted in the system.
c) Assures that the SOPs Binders are updated with the correct effective version.
d) Revises SOPs and Forms, which includes reformatting and writing instructions.
e) Manages the revision of all documents in DCA (SOPs, MBRs and Forms).
2. Provides administrative support to Manufacturing Department staff to assure an efficient and controlled office operation.
a) Generates purchase requisitions, contacts suppliers for operating supplies and maintains a file on all purchase requisitions and purchase orders.
b) Schedules appointments, greets visitors and arranges referral of unscheduled visitors according to the purpose of the visit.
c) Monitors important confidential files and records to assure that correct and up-to-date information is readily available.
d) Prepares the Budget Spending Templates with the input of the specific Account owner.Monitors the Business Unit spending accounts and provides alerts in case of potential Budget targets deviations
f) Assists the department staff with administrative aspects of new projects coordination
g) Reserves conference rooms, makes the arrangements for breaks (if applicable), print attendance sheets and prepares proper schedules as requested including for the Department Safety Committee activities and/or meetings.
h) Gathers and organizes all necessary documents and/or information for meetings.
i) Attends meetings, including the department Safety Committee meetings, and prepares meeting minutes as required.
j) Maintains the department Bulletin Board with updated information and posts information required by the internal authorities (Human Resources Department Head or Environmental Health and Safety Department Head).
k) Assists the Safety Committee in the Committee activities coordination.
l) Assists in handling department employees training documentation with Knowledge Transfer area to ensure employees’ training information is updated in the training repository system.
m) Provides follow-up to department supervisors to ensure that the required GMP & EHS trainings are delivered and properly documented in compliance with company regulatory activities.
n) Keep the Business Unit Metrics Visual Boards updated.
KNOWLEDGE:Describe the type and extent to which knowledge of a specific type is required to perform this job in a satisfactory manner. Where skills can be obtained through formal training / education and experience, list the type and amount of education and experience that would typically prepare someone for this position:
Bachelor Degree in Office Administration / Secretarial Sciences
Five (5) years of experience in an administrative function
Proficient knowledge of Microsoft Programs such as: Word, Excel, Power Point, etc.
Self-starter, strong problem-solving and good interpersonal skills.
High degree of diplomacy and tact to deal with visitors, telephone requests and plant/office personnel in a pressure environment.
High sense of responsibility, persistence and confidentiality
Strong planning and organizing skills.
Discretion in dealing with sensitive matters
Able to anticipate unusual situations and project solutions.
Excellent oral and written communication skills in both English and Spanish
Able to work under pressure
Available to work overtime
SKILLS:Describe the type and extent to which the job requires manual or physical dexterity and hand-eye coordination in the operation and set-up of equipment. Also describe the need for speed and accuracy and how often this need arises:
Good proofreading skills
Significant administrative abilities and aptitude for analyzing data detecting inconsistencies, determining
relative importance and referring to the Department Manager.
A high degree of honesty and integrity is required of each employee
CONCENTRATION AND VISUAL EFFORT Describe the extent to which the job requires close attention to detail, and the duration and frequency of projects requiring close concentration:
Extreme attention to documentation nomenclature details, retention policy applicability and coordination are considered critical due to the variety and regulation of documents being handled.
Precise Data Entry of documentation nomenclature.
DECISION MAKING / LATITUDE Describe the responsibility for taking independent action, exercising judgement, or devising new methods and procedures for achieving work goals:
The incumbent will need to ensure that all documentations are in compliance with the established internal procedures and corporate policy
In occasions will need to make decisions in order to ensure compliance with established internal procedures and corporate policies which will not necessary be of comfort.
INTERACTION:Describe the most important working relationships of this position. Comment on the frequency, level, and the purpose of contacts necessary for effective performance:
This position has some direct contacts with directors and managers at a corporate level.
Interacts productively with others in formal and informal groups both within and across functional-unit lines.
Requires positive interaction with supervisors, production, and co-workers to maintain an open and efficient relationship between the office and the plant.
ERRORS Describe the kinds of errors possible and the probable effect of errors on departmental or business goals. How much of the work is verified in succeeding operations or by supervision?
Due to the confidentiality of this position in handling duties and reports, any erroneous information can create a negative impact on department matters.
WORKING CONDITIONS Describe the extent to which the job must be performed under working conditions that are considered undesirable, potentially hazardous, require travel, or require absence from home overnight:
Normal office environment.
SUPERVISION EXERCISED Does the position have any supervisory responsibility? If so, list the position(s) supervised and describe supervisory responsibilities. Include the extent of time spent on supervising others versus doing independent work:
NONE
Bristol-Myers Squibb recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits, services and programs that provide our employees the resources to pursue their goals, both at work and in their personal lives.
