Clinical Administration Coordinator
Ocugen
3 hours ago
On-site
Malvern, PA
Operations
Responsibilities
Executive & Administrative Support
- Provides direct administrative support to the Chief Medical Officer and broader Clinical leadership team
- Manages highly complex executive calendars across multiple time zones and internal/external stakeholders
- Coordinates domestic and international travel arrangements, itineraries, and expense reporting
- Organizes and supports department meetings, leadership meetings, and cross-functional discussions
- Prepares agendas, meeting materials, minutes, and follow-up action items
- Supports preparation, formatting, proofreading, and distribution of presentations, reports, and departmental communications
- Maintains organizational charts, departmental trackers, contact lists, and administrative records
- Assists with onboarding coordination for new Clinical team members and consultants
Departmental Coordination & Operations
- Supports day-to-day operational and administrative needs of the Clinical organization
- Coordinates logistics for internal meetings, investigator meetings, advisory boards, and team events
- Assists with vendor coordination, purchase requests, invoices, and administrative processing
- Helps maintain departmental filing systems, shared drives, trackers, and documentation
- Supports communication and coordination across Clinical Operations, Medical, Regulatory, Quality, Biostatistics, and other cross-functional teams
- Serves as a point of contact for administrative inquiries and departmental coordination needs
- Assists with special projects and operational initiatives as assigned
Organizational Support
- Supports departmental organization, prioritization, and workflow coordination
- Maintains confidentiality and professionalism with sensitive business information
- Supports a collaborative, organized, and efficient team environment
- Contributes to continuous improvement of administrative and operational processes
Qualifications
- Associate’s or Bachelor’s degree preferred
- 3–5 years of administrative, executive support, or departmental coordination experience (biotechnology/pharmaceutical/healthcare/life sciences preferred)
- Experience supporting senior leaders/executive-level management preferred
- Strong organizational skills; ability to manage multiple priorities and deadlines
- Excellent written and verbal communication
- High attention to detail, professionalism, and discretion
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
- Ability to work independently while collaborating effectively
- Experience coordinating meetings, travel, expense reports, and departmental operations
Executive & Administrative Support
- Provides direct administrative support to the Chief Medical Officer and broader Clinical leadership team
- Manages highly complex executive calendars across multiple time zones and internal/external stakeholders
- Coordinates domestic and international travel arrangements, itineraries, and expense reporting
- Organizes and supports department meetings, leadership meetings, and cross-functional discussions
- Prepares agendas, meeting materials, minutes, and follow-up action items
- Supports preparation, formatting, proofreading, and distribution of presentations, reports, and departmental communications
- Maintains organizational charts, departmental trackers, contact lists, and administrative records
- Assists with onboarding coordination for new Clinical team members and consultants
Departmental Coordination & Operations
- Supports day-to-day operational and administrative needs of the Clinical organization
- Coordinates logistics for internal meetings, investigator meetings, advisory boards, and team events
- Assists with vendor coordination, purchase requests, invoices, and administrative processing
- Helps maintain departmental filing systems, shared drives, trackers, and documentation
- Supports communication and coordination across Clinical Operations, Medical, Regulatory, Quality, Biostatistics, and other cross-functional teams
- Serves as a point of contact for administrative inquiries and departmental coordination needs
- Assists with special projects and operational initiatives as assigned
Organizational Support
- Supports departmental organization, prioritization, and workflow coordination
- Maintains confidentiality and professionalism with sensitive business information
- Supports a collaborative, organized, and efficient team environment
- Contributes to continuous improvement of administrative and operational processes
Qualifications
- Associate’s or Bachelor’s degree preferred
- 3–5 years of administrative, executive support, or departmental coordination experience (biotechnology/pharmaceutical/healthcare/life sciences preferred)
- Experience supporting senior leaders/executive-level management preferred
- Strong organizational skills; ability to manage multiple priorities and deadlines
- Excellent written and verbal communication
- High attention to detail, professionalism, and discretion
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
- Ability to work independently while collaborating effectively
- Experience coordinating meetings, travel, expense reports, and departmental operations