Program Management Operations Coordinator

Overview

Program Management Operations Coordinator. Sumitomo Pharma America, Inc. (SMPA) is seeking a dynamic, motivated individual to support cross-functional program teams and operational initiatives across Global R&D. This mid-level role is ideal for candidates with 3–5 years of experience in biotech/pharma program coordination, administration, project management, or business operations. The Associate will contribute to planning, governance support, and process optimization to drive program success in a fast-paced research environment.

• Assist with scheduling, organizing, and preparing for key meetings, including materials, agendas, meeting minutes, and timely follow-up on action items; support internal governance forums.
• Develop and maintain dashboards and reporting tools for portfolio planning, forecasting, and budgeting.
• Collaborate with functional leads to prepare materials for corporate planning deliverables and strategic reviews.
• Track program milestones, deliverables, and timelines using project management tools.
• Consolidate data from various sources to support project updates, management reports, and presentations.
• Contribute to process improvement initiatives and implement best practices across Program Management Operations.
• Participate in ad hoc program and department projects, coordinating with internal partners and external stakeholders to meet objectives efficiently.
• Map and document key business processes related to drug development, including daily workflows and activity tracking; identify process dependencies.
• Collaborate with a cross-functional team to redesign processes for efficiency, adaptability, and cost-effectiveness in support of research initiatives.
• Assist in integrating new technologies, such as AI/ML and automation tools, into workflows to enable more agile, data-driven research operations.

• Support Leadership in coordinating day-to-day program operations; provide administrative and logistical assistance.
• Assist with scheduling, organizing, and preparing for key meetings, including materials, agendas, recording minutes, and ensuring timely follow-up on action items.
• Support Leadership and back up the Executive Assistant with calendar management, meeting coordination, travel plans, and expense reporting as needed.
• Coordinate purchasing and contracting activities (processing POs) and ensure adherence to policies and timelines.
• Uphold confidentiality and exercise sound judgment when handling sensitive information for senior staff.
• Demonstrate adaptability, resourcefulness, and collaborative contribution of ideas.

This position is a hybrid role with on-site requirement in Marlborough, MA at a minimum of 3 days per week (typically Tuesday–Thursday).

• Strong organizational and time management skills; ability to manage multiple priorities.
• Excellent communication and interpersonal skills.
• Analytical mindset with attention to detail and problem-solving abilities.
• Ability to work independently and collaboratively in a fast-paced, matrixed environment.
• Interest in process improvement, technology integration, or operations management.
• Familiarity with drug development processes and cross-functional team dynamics.
• Experience with administrative and logistical coordination, including meeting planning, documentation management, and budget tracking.
• Ability to synthesize data from multiple sources to support reporting and decision-making.
• Creativity in addressing operational challenges and improving processes to enhance team efficiency.

• Bachelor’s degree in life sciences, business, or related field; advanced degree a plus.
• 3–5 years of relevant experience in program/project management within biotech or pharmaceutical industry.
• Proficiency in Microsoft Office Suite and project management tools (e.g., Smartsheet, MS Project, SharePoint; Copilot knowledge is a plus).
• Familiarity with basics of drug development processes or willingness to learn quickly in a fast-paced environment.

The base salary range for this role is $79,000 – $98,670. Base salary is part of a total rewards package that…