Lilly Coordinator I-III-FDE in New York City, New York

41711BR

Responsibilities:

With direction from management in the NY Facilities department, this position will coordinate Office Services activities in the Lilly NY Research Facility at the Alexandria Center for Life Sciences (ACLS). Some of these activities include but are not limited to coordination for meeting activities for internal /external customers and the Facilities, Office and Lab services teams. In addition, this position will procure all non-inventory items for the group, maintain and update various databases and spreadsheets, and assist in the planning and execution of various events for the NY office.

  1. Develop and maintain files and filing systems.

  2. Report/ Spreadsheet creation and tracking for facility reports, operating procedures and systems

  3. Update the various and process tools associated with the Facilities and Office services team such as SharePoint sites, Work order system, Lilly TV, Internal website and One Note.

  4. Meeting coordination for both internal and external customers to include reservation of rooms, visitor registration process, securing IT resources, securing Administrative resources, and catering.

  5. Own and administer the meeting coordination process for internal & external customers

  6. Coordination of all Facilities department related meetings such as Department meetings, Landlord meetings, and communication meetings.

  7. Maintain departmental communications and reporting programs for facilities and building meetings & actions

  8. Assist with the planning, coordination and execution of NY office events

  9. Maintain calendars for the Office and Lab services teams to include but not limited to the Time off calendar, Daily operation calendar.

  10. Maintain space assignment spreadsheet, mailbox assignments, cubicle nameplates, lab coats

  11. Liaise with Lilly onboarding team to assist with new-hire activities as needed and provide office area orientations

  12. Responsible for the procurement of non-inventory materials and supplies for the Facilities and Office services teams.

  13. This process includes the reconciling of all PCard purchases and creation of ebuy request.

  14. Generating monthly reports to assure budget compliance; prepare invoices for processing (PO and non-PO invoices)

  15. Coordinate and assist in the execution of the various projects assigned to the Facilities team.

  16. Provide administrative support to the various projects (e.g. mailings, faxings, scanning, photocopying documents, coordinate meetings and schedules)

  17. Create, update and maintain the project calendar, databases and spreadsheets associate with the project.

  18. Initiating change request for routing of department procedures for both new and revised Standard Operating Procedures (SOP).

  19. Responsibility for daily tasks as assigned

Req ID:

41711BR

Additional Skills/Preferences:

  • Bachelor’s degree preferred

  • Strong problem solving and computer skills

  • Excellent interpersonal, communication and analytical skills

  • Exhibits a strong understanding of Company Policy

  • Ability to interact with all levels of management

  • Ability to work independently and in a team setting

  • Solid PowerPoint, Excell, and Word skills

  • Proficiency with grammar, spelling and letter writing

Additional Information:

  • This position is not permanent. It is for a fixed duration of two years with potential to extend annually for up to 4 years.

  • Lilly is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status

Title:

Coordinator- Administrative Office Operations FDE

Job Category:

Administrative

Basic Qualifications:

Minimum of 3 years related experience in an office services related field (Biopharmaceutical industry experience a plus).

  • High school diploma/GED

  • Completion of Post Offer Exam, Completion of Work Simulation or Completion of Administrative Skills Testing if applicable.

  • Qualified candidates must be legally authorized to be employed in the United States. Lilly does not anticipate providing sponsorship for employment visa status (e.g., H-1B or TN status) for this employment position

Company Overview:

At Lilly, we unite caring with discovery to make life better for people around the world. We are a global healthcare leader headquartered in Indianapolis, Indiana. Our 39,000 employees around the world work to discover and bring life-changing medicines to those who need them, improve the understanding and management of disease, and give back to our communities through philanthropy and volunteerism. We give our best effort to our work, and we put people first. We’re looking for people who are determined to make life better for people around the world

City:

New York City

Country:

USA

State / Province:

New York

Region:

North America