Office / Operations Manager / Administrative Assistant (R1030863) in Waltham, MA at IQVIA™

Date Posted: 11/7/2018

Job Snapshot

  • Employee Type:
  • Location:
    Waltham, MA
  • Experience:
    Not Specified
  • Date Posted:
  • Job ID:

Job Description

Position:  Office Manager (Full‑Time)

Field:  In Vitro Diagnostics (IVD), Health Care

General Responsibilities:

Manage day to day operations for the BBC IVD Solutions group. Work as a liaison between BBC IVD Solutions employees and other IQVIA functions to resolve any questions/issues that occur during the day to day operations.

Maintain important relationships with all IQVIA departments and employees with functions related to our group's operations, as well as develop new relationships with new individuals as staff members and positions change (eProcure, ARC vendor requests, Fieldglass, IT procurement and approval individuals).

Remain the "go-to-person" for onsite staff for high level questions around processes. Manage small personnel matters onsite (e.g., office space management/assignments) as well as communication with landlord. Function as building/business continuity manager.

Maintain the open door policy directly engaging staff to understand and recommend solutions to any needs.

Responsibilities include, but are not limited to:

Manage Administrative staff team

  • Supervision of day to day operations
  • Approval of weekly timesheets, overtime and vacation time requests
  • Weekly staff meetings to discuss project week
  • Regular meetings with each staff member to keep them on track to reach their goals and continue their professional growth
  • Management of work and task assignments/distribution
  • Mentorship of administrative staff.

Submit Salesforce/IQVIA CRM items on behalf of the BBC IVD Solutions project leaders

  • Make edits/changes to the status of opportunities in IQVIA CRM
  • Attach/Upload all relevant documents (emails, executed SOWs, Purchase Orders) to opportunities in IQVIA CMR
  • Complete forms and submit BNF to initiate the invoicing process for all opportunities
  • Attached relevant document to completed BNF prior to submission.

Process vendor requests through eProcure system

  • Confirm vendor is in system, and if not complete and submit for approval ARC forms to request vendor be added to the IQVIA approved vendor list
  • If vendor is in the system complete and submit for approval a purchase requisition form in the eProcure system
  • Place order when purchase order number has been assigned
  • On completion of order, submit goods receipt form
  • When invoice received and good receipts form submitted submit invoice to accounts payable for payment.

Submit contract consultants' requests through Fieldglass system and support use of consultants:

  • Work with project leaders in need or contract consultant services to have IQVIA consultant contracts signed for approved vendors
  • Complete and submit Fieldglass forms uploading signed contracts/SOWs on behalf of the project leader.

Manage and execute new employee onboarding and equipment ordering and setup:

  • Complete the online form for all new employees for account provisioning, hardware (equipment) and software requests, network access and requests for distribution lists, shared mailboxes, desk phones
  • Complete PSA and PSE forms for new exempt employee to be entered into the PSA time billing system
  • Setup all computer and telephone equipment in assigned cubicle or office
  • Complete I9 forms in hireright system, upload I9 documents and sign verification of documents

    Assign BBC Contract Codes.

Maintain BBC IVD Solutions group vacation requests and records:

  • Submit all employee vacation requests (completed BBC forms) to supervisor and then to GM for approval.  
  • Maintain an employee vacation calendar for referral by all managers
  • Maintain an employee vacation log recording all vacation taken by year

Complete and submit online forms for all business card orders for BBC group.


  • A bachelor's degree
  • 10+ years of experience working in an office setting and managing staff
  • Experience with SFDC; preferred
  • Ability to learn new software
  • Strong writing and editing skills
  • Strong verbal and communication abilities
  • Professional manner.

About us:

BBC IVD Solutions (BBC), a division of IQVIA™, actively analyzes the entire In Vitro Diagnostic (IVD) industry, providing consulting services and market research capabilities to clients. IVD products are medical tests that examine samples to detect, diagnose, and manage medical conditions. This niche market generates >$50 billion in revenue and is in constant flux with new technologies, mergers and acquisitions, and new companies.



IQVIA is an EEO Employer - Minorities/Females/Protected Veterans/Disabled

We know that meaningful results require not only the right approach but also the right people. Regardless of your role, we invite you to reimagine healthcare with us. You will have the opportunity to play an important part in helping our clients drive healthcare forward and ultimately improve human health outcomes.

Whatever your career goals, we are here to ensure you get there!

We invite you to join IQVIA™.

Job ID: R1030863