Business Unit Coordinator

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.
 

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.
 

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Job Description
 

Business Unit Coordinator

Gilead Sciences is a research-based biopharmaceutical company that discovers, develops, and commercialises innovative medicines in areas of unmet medical need. Our heritage of science and innovation and the curiosity and passion of everyone who works here has enabled us to provide medicines that help transform standards of care for more than 30 years.   

Gilead’s therapeutic areas of focus include liver diseases, infectious diseases and cancer.

Reporting to the Senior Business Unit Director, this position will focus on supporting the sales and marketing team activities of the Cell Therapy business unit, along with special projects within the team. 

Core Responsibilities

• This role is to provide administrative and team co-ordination support, across a diverse and ad-hoc range of tasks and projects, as a critical member of the business unit

• Proactively support members of the business unit, ensuring work is of the highest standard

• Proactively manage and coordinate financial and legal requirements such as invoices, supplier set up, purchase order management, management of purchasing card for business unit, agreements and contracts

• Responsible for coordinating events for the business unit, including budget management, location sourcing, liaison with vendors, planning, organising and implementation of numerous activities

• Support the Business Unit Director to coordinate the preparation of annual budget, review monthly budget variances, prepare open PO reports and manage accruals

• Understand and adhere to business conduct and industry regulatory requirements including the Medicines Australia Code of Conduct and transfer of value reporting which involves purchase order audits, creating Master Service Agreements and work authorisations, completing tracking spreadsheets for compliance purposes

• Responsible for working with a range of internal and external stakeholders to complete tasks and projects on behalf of the business unit

• Work with HR Operations, HR, IT and L&D to coordinate the successful onboarding of new team members. An onboarding schedule, including IT equipment and setup, orientation meetings and all new hire materials are to be arranged for a new employee’s first day at Gilead

• Liaise with external agencies or organisations to coordinate activities which are important to the function of the department including marketing materials and events.

• Responsible for maintaining a calendar of meetings and events for the business unit

A secondary set of responsibilities for this role is to serve as backup to the Cell Therapy Patient Case Manager.

Core Responsibilities for this are:

• Patients receiving cell therapy are managed through an online enrolment portal. It is critical to proactively manage patient cases from initial enrolment through to final product delivery. This involves liaison with the manufacturing team (based in USA & Singapore) and the treating hospital.

• Partner with nurses and clinicians to ensure a smooth and professional cell therapy journey.

• Ensure timely response to enquiries from healthcare providers, hospital team members, and Kite/Gilead counterparts surrounding the cell therapy journey.

• Extract data and create reports and summaries

• Ensure strict adherence to SOPs and processes

Additional Responsibilities

• Provides ad-hoc project support for the affiliate, when there is capacity.  This may include tasks that contribute towards, but are not limited to, affiliate meetings and events, cross-functional collaboration and connection, process improvements, best practice sharing and social activities

Knowledge, Experience, and Skills

• 3-5 years minimum working in a team coordination position, or supporting multiple leaders in a commercial environment

• Excellent verbal, written communication and interpersonal skills are required.

• Ability to multi-task across a wide variety of tactical and strategic activities.

• Working knowledge and understanding of company - wide administrative policies and procedures.

• Polished and professional approach with external groups

• High attention to detail

• Ability to recognize and interpret business issues/opportunities and recommend solutions through analysis, then implement solutions with external parties.

• Excellent analytical skills with an emphasis on follow-through, and issue resolution abilities.

• Microsoft Excel/Word & PowerPoint and strong working knowledge of order management and information management systems.

• Possess the knowledge and ability to plan and prepare communications independently, along with skill and tact to respond to routine and non - routine queries.

• Work independently; typically work is reviewed infrequently and only for soundness of judgment and overall adequacy and accuracy

• Experience within the pharmaceutical industry is highly regarded, but not required

• Experience in event coordination and budget management is highly regarded

Gilead Core Values

• Integrity (always doing the right thing)

• Teamwork (collaborating in good faith)

• Excellence (working at a high level of commitment and capability)

• Accountability (taking personal responsibility)

• Inclusion (encouraging diversity)

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.