To apply, go to www.valeant.com
Company Overview:
Valeant is a multinational specialty pharmaceutical company with a diverse product portfolio with focus on branded pharmaceuticals, branded generics and over-the-counter products. Valeant specialization is in neurology and dermatology. Valeant is a progressive, exciting place to work - a place where opportunities are abound for new and current employees. At Valeant, we have a strong belief that the company's success coincides with employee achievement of personal and professional goals. Valeant is currently seeking a Coordinator, Information Technology (IT) to join it's US headquarters in Bridgewater, NJ.
Position Title: Coordinator, Information Technology (IT)
Responsibilities:
• Create Purchase Orders for all IT related Services and products Canada for and US sites. Coordinate `drop ship' with respective site.
• Create all Purchase Requisition in Lotus Notes application system (ePR), for legacy Valeant IT related services and products in ePR for AP to create company PO; attach all relevant documents, to Purchase Request in ePR, when applicable; track path of approvals in ePR system.
• Ensure all signed PO's relating to IT services and products, and approved invoices are maintained and managed in Livelink system.
• Create Check Release for invoices in ePR application system; send weekly approved invoices to various AP personnel for payment.
• Create annual IT related Blanket Purchase Requests in ePR based on yearly approved budget. Maintain list of approved PO's for monthly recurring charges; create Change Order Requisition Form when required.
• Track P.O.s for budgeting purpose. Complete three-way match (PO's, Packing slips, Invoices). For recurring service P.O.s, do PO Receipts in QAD/MFGPRO system, and periodically track for accuracy.
• Prepare all IT related invoices and ensure they correspond with related quotes (if applicable), with appropriate signatures.
• Run monthly Open PO Reports via QAD/MFGPRO for all sites, for review. Separate this report to show Interco and CIP entries and ensure that Goods Receipts for the month are done to accurately impact monthly actuals. Individual reports are then to be sent to the Finance person responsible for each.
• Provide copies of monthly budget reports to all IT Management. Review on a monthly basis with VP.
• Monthly – budget control reports for IT for the VP of IT, are run and analyzed to ensure that anomalies across all domains. Discrepancies for all sites are investigated, rectified, and noted for future reports.
• Tracking in MFGPRO of IT spend reporting by project across all Biovail sites
• Track charges against CARs, as requested. Prepare CIP reports in conjunction with IT Management.
• Ensure expense claims are accurate.
• Make sure that orders placed for Corporate, BPC, and Barbados, and in some cases for other sites, have been completed. Follow up on installation of hardware/software, as necessary.
Vendor & Asset Coordination:
• Vendor Contract Management – track expiration of IT related vendor contracts. Advise `owner' of the contract/service/application of details and track documents for both legacy Biovail and legacy Valeant.
• Vendor Contract Management for legacy Valeant - Maintain these contracts in Livelink application system.
• Contractors – ensure all paperwork, i.e. IS Policy, Standards of Conduct, CDA's, UAMs, have been reviewed and completed. Track Contractors for VP – for extended contracts, complete UAMs as required. Ensure that when contracts are terminated, all Network Accounts, and Security Access are terminated on said date.
• Manage blackberries and cell phones for the company, including provisioning, ensuring billing discrepancies are investigated and resolved, and asset management.
• Enter all Lenovo desktops and laptops, upon delivery, into Altiris program, to maintain asset management in IT inventory, for all sites.
• Maintain running total of computer hardware, including accessories, in stock for future deployment to other departments (e.g. new hires), placing orders online.
Process & Project Support:
• Assist with updates and maintaining of SOX Management Binders for all IT Management Domain Owner.
• Arrange for IT related Project numbers to be incorporated into MFGPRO system for proper tracking of spend against each project.
• Quarterly – responsible for SOX data collection of IT Data/Server Room access for all data centers for Biovail sites. This includes initial review of Log Books, System Generated Reports from electronically controlled sites. Provide the information to manager of IT Operations for review and reconciliation.
• Obtain user access lists for data center and system rooms for all sites from Facilities/Security.
• Complete all IT related UAMs when necessary.
• Assist all IT staff with arrangements for external Training requirements, including completion, signatures of required Employee Training/Seminar forms, and arrangement for payment, and coordinating travel, for Corporate, and in some cases, other sites.
• Update and Maintain IT Emergency Contacts List.
• Organizational Chart – update and maintain org chart on a regular basis, and update headcount spreadsheet. Provide HR with Org chart on a monthly basis.
Executive Assistant:
• Act as a liaison between the VP of IT, IT Management, and other departments, divisions, and business units, and serves as a liaison and correspondent to staff.
• Organizes all aspects of office administration and serves as a representative of the VP of IT and IT Management, internally and externally.
• Maintain electronic filing for IT in correspondence with Records
• Participate in ad-hoc meetings, including preparing required documents, Coordinating, arranging, preparing agenda and support materials, as requested; taking, preparing, and distribution of meeting minutes.
• Independently researches and provides background material from a variety of sources to VP & IT Management in advance of meetings or in the course or supporting the architecture of meetings (i.e. various IT Staff and Management Offsite meetings and workshops). Coordinate all aspects of meeting, including documentation required.
• Track vacation/absenteeism for all IT Staff. Review quarterly with HR to ensure accuracy. Provide updates to Senior Management on a monthly basis, for their group. Communicate to all IT Staff about their remaining vacation/absenteeism, done quarterly, and throughout the year as required.
• Obtain vendor quotes as requested by IT Management and non-IT Management.
Qualifications:
• Knowledge: Excellent organizational and communication skills. Strong proficiency in QAD, Microsoft Word, Excel, PowerPoint and Outlook. Ability to work under pressure with minimal supervision. Must have high level of interpersonal skills to handle sensitive and confidential situations. Positions continually requires demonstrated poise, tact and diplomacy. Flexibility is a must and ability to work extended hours is required, particularly around special meetings or functions.
• Education: A recognized business school or community college administrative/secretarial program, or equivalent combination of education.
• Experience: 10+ years experience as an administrative or executive assistant with 5+ years experience supporting a senior corporate executive or commensurate experience, preferably in the Pharmaceutical industry.
Valeant is an Equal Opportunity Employer
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