Business Support Specialist - Public Affairs

About the Department
Novo Nordisk's Market Access and Public Affairs team engages diverse stakeholders across political and healthcare landscapes to forge solutions that drive patient access to innovative products. We strive to deliver the best possible outcomes for patients with diabetes, obesity, growth hormone deficiencies and rare bleeding disorders through mutual wins for both Novo Nordisk and our Market Access customers. Our passion for helping people live better lives and our award-winning product pipeline can only be as effective as our ability to provide life-changing information to healthcare providers, key stakeholders and policymakers. Our Market Access and Public Affairs professionals ensure that the latest therapies and products reach the people who need them most, by creating an environment where innovation and chronic disease management drive optimal health outcomes. Are you ready to realize your potential?
The Position
Senior advanced level position requiring a thorough, extensive knowledge of the job and specialized function and/or department served. Performs a variety of highly diverse and complex business-specific tasks and activities of a responsible nature in support of a department or functional area requiring sound planning, organization, judgment, adaptability, and accountability. This position will manage the day-to-day operation of the Novo Nordisk satellite office in Washington, D.C. and provide multi-faceted support to Policy and Government Affairs leads. Works under minimal supervision.
Relationships
Reports to the Executive Director of Government Affairs. Provides administrative and facilities support services for the Washington, D.C. office. Interacts with all members/departments within Novo Nordisk Inc., NNAS, and other affiliates. External relationships include contacts with various vendors regarding administrative or facility planning needs, contracts for external consultants and invoicing. Contacts involve planning and preparation communications to internal and external partners, require skill, tact, persuasion and/or negotiation to accomplish objectives.
Essential Functions

• Budget/Contract Projects Support :
  • Complete check request forms; attach all required documentation needed for A/P to create a new vendor account
  • Create and implement eProCure procedures to streamline budget processes and ensure budgetary compliance with accounting
  • Develop budget, track budget expenditures, prepare RE2 submissions, process expenses, and accruals, etc. Tracks budgeting
  • Review vendor invoices, create vendor IO numbers, submit all required documentation for A/P to create a new vendor account, submit all receipts for approved expenses with invoices to A/P, process all department invoices in ICE and track
• Facilities :
  • Effectively serves as a Facilities Manager with respect to interactions with the building management about day-to-day communications, emergency issues and as the main point of contact for the building management. Uses independent judgment to anticipate and solve problems
  • Ensures the professional management of the NN satellite office in Washington, D.C. Exercises frequent independent judgment fulfilling responsibilities for all management functions of satellite office including landlord communications, oversight of all external vendors and communications and problem solving with HQ
  • Maintains and oversees the capability of the office to function as a meeting place, including meetings for senior Novo Nordisk executives, government officials and key professional consultants. Commands a working knowledge of and relationship with lodging, transportation and catering estaurant providers, in order to facilitate such meetings for key executives

• General Administrative Support :
  • Anticipate and implement administrative needs of Policy and Government Affairs leads (e.g. travel options, meeting agendas, weekly schedules, etc.); takes the initiative to follow up on relevant outstanding issues and keep manager informed of status; create all power point and other presentations, editing as necessary. Prepare agendas and take minutes for meetings as necessary; ensure appropriate food/beverage requirements are met. Arrange calendar (including making all travel arrangements and creating itinerary), schedule meetings, appointments and phone calls. Ensure department input is submitted to CVP on time and accurately
• Special Projects Support Policy and Government Affairs :
  • Coordinate and implement outside reviews/audits of GA department and ensure implementation of findings to ensure compliance
  • Provide ongoing management of existing and new consulting agreements to ensure all updated formats are utilized and corporate, lobbying and due diligence regulations are being met. Liaison with vendor to obtain all required documents and signatures required for valid contracts. Submit contracts to Compliance and Legal for review/approval. Update CMS with all fully executed documents and maintain an internal consultant log

Qualifications

• A high school diploma or GED required. Additional coursework or certification a plus
• A minimum of 6 years of administrative or related experience required
• Ability to exercise independent discretion
• Ability to function in a fast-paced environment
• Ability to interact with all levels within and outside of the organization
• Ability to work independently on tasks or projects which support the function
• Ability to work with sensitive and/or confidential information
• Demonstrates strong leadership abilities
• Excellent planning and organizational skills required
• Has the ability to handle multiple priorities and demands
• Requires advanced computer skills, strong Microsoft Office skills and computer software programs specific to the function. Must possess demonstrated skills in PC applications, typically involving new/emerging technologies such as on-line databases, optical technology, intranet/internet, and computer software programs specific to the function
• Strong attention to detail
• Strong customer service skills required

The base compensation range for this position is $85,000to $95,000. Base compensation is determined based on a number of factors. This position is also eligible for a company bonus based on individual and company performance.
Novo Nordisk offers long-term incentive compensation and or company vehicles depending on the position's level or other company factors.
Employees are also eligible to participate in Company employee benefit programs including medical, dental and vision coverage; life insurance; disability insurance; 401(k) savings plan; flexible spending accounts; employee assistance program; tuition reimbursement program; and voluntary benefits such as group legal, critical illness, identity theft protection, pet insurance and auto/home insurance. The Company also offers time off pursuant to its sick time policy, flex-able vacation policy, and parental leave policy.
We commit to an inclusive recruitment process and equality of opportunity for all our job applicants.
At Novo Nordisk we recognize that it is no longer good enough to aspire to be the best company in the world. We need to aspire to be the best company for the world and we know that this is only possible with talented employees with diverse perspectives, backgrounds and cultures. We are therefore committed to creating an inclusive culture that celebrates the diversity of our employees, the patients we serve and communities we operate in. Together, we're life changing.
Novo Nordisk is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by local, state or federal laws, rules or regulations.
If you are interested in applying to Novo Nordisk and need special assistance or an accommodation to apply, please call us at 1-855-411-5290. This contact is for accommodation requests only and cannot be used to inquire about the status of applications.