Under general direction, the Operations Coordinator is responsible for assisting with the management of ISPE operations in the Tampa region, providing support to the Chief Operating Officer, organizational benefits administration, and special projects.
Principal Duties and Responsibilities
Essential Functions:
Perform various administrative tasks such as recording and analyzing data for summation, preparing report and presentations, managing COO schedule and expense reports, etc.
Serve as organizations primary Intellectual Property (IP) liaison on legal matters related to Trademark and Copyrights.
Paralegal level review of vendor contracts prior to submission to COO for approval and/or execution.
Establish and maintain standard ISPE contract portal as well as templates portal for the storage and recording of all ISPE contracts
Establish and maintain an enterprise-wide Organizational Policies portal to store all organizational current and historical policies and procedures
Ability to learn new software and database processes in order to assist other groups as needed
Assist COO and Controller with annual Planning and Budgeting process
Prepare for meetings by organizing and scheduling dates, times, attendees, location, communications platform as well as distributing meeting materials, arranging for conference rooms and logistics for face-to-face meetings, and writing and distributing meeting minutes post meeting
Manage office supplies process for the Tampa region
Lead teams as assigned
Other duties as assigned.
Benefits Administration Functions:
Evaluate and revise internal processes to reduce costs and increase efficiency.
Document and maintain administrative procedures for assigned benefits processes.
Ensure compliance with applicable government regulations. Ensure timeliness and accuracy of required reporting and fees.
Coordinate benefits processing. Handle enrollments, COBRA, terminations, changes, beneficiaries, disability, accident and death claims, rollovers, QDROs, QMCSOs, distributions, loans, hardships and compliance testing.
Oversee maintenance of employee benefits files, maintain group benefits database and update employee payroll records.
Lead/Assist staff teams
Education and work experience:
Bachelors’ degree or four or more years’ experience in a professional administrative position
Familiarity with basic benefits administration
Familiarity with basic legal and accounting principals
Skills and knowledge:
Professional, positive, service-oriented approach and demeanor; attentiveness to colleagues, clients, and candidates; a strong team player
Trustworthy, accountable and collaborative with resolute professional ethics
Accurate and conscientious in all tasks; neat, organized, and detail oriented
Ability to manage multiple tasks under tight deadlines
Familiarity of association management databases a plus
Must be able to work as needed to support the COO’s schedule and workflow
Fluent Mandarin speaker a plus
About International Society for Pharmaceutical Engineering
ISPE is committed to the advancement of the educational and technical efficiency of its members through forums for the exchange of ideas and practical experience. ISPE was founded in 1980 by a handful of people who believed the pharmaceutical industry needed an organization that would deal with practical applications of science and technology for technical professionals. The much-needed forum provided by ISPE began with a Membership of engineers in North America. In time, ISPE Membership expanded beyond engineering to include a broad representation from pharmaceutical professionals.
We lead and facilitate the development of next generation process technologies and innovative technical solutions. On matters of regulation, our focus is on those requirements that impact — or will impact — the licensing of facilities, manufacturing processes and operations, and the sustainability of the supply chain over the product lifecycle. ISPE provides a neutral environment where our individual Members and experts belonging to Regulatory Authorities can engage in open dialogue on issues that will ultimately benefit patients around the world.
