Program Management Operations Coordinator

Sumitomo Pharma America, Inc.; Marlborough (MA); Hybrid; USD 79,000 - 98,670; Full time

Benefits offered by this job

401(k) eligibility

Medical/dental/vision/life insurance

Up to 120 hours of vacation per year

11 paid holidays

Job summary

A biotechnology company in Marlborough, MA is seeking a Program Management Operations Coordinator to support cross-functional teams in a hybrid role. The ideal candidate will have 3–5 years of experience in biotech or pharma program coordination. Responsibilities include scheduling meetings, developing dashboards, and collaborating on process improvements. The salary range is $79,000 – $98,670 with comprehensive benefits.

Qualifications

• Strong organizational and time management skills.
• Experience in program project management.
• Proficiency in Microsoft Office and project management tools.

Responsibilities

• Assist with scheduling and preparing for key meetings.
• Develop and maintain dashboards for portfolio planning.
• Track program milestones and deliverables.

Skills

Organizational skills

Communication skills

Analytical mindset

Process improvement

Interpersonal skills

Education

Bachelor’s degree in life sciences, business, or related field

3–5 years of relevant experience in biotech or pharmaceutical industry

Tools

Microsoft Office Suite

Project management tools (e.g., Smartsheet, MS Project)

Job description

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.

Responsibilities

• 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.

Additional Responsibilities (30%)

• 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).

Key Core Competencies

• 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.

Education and Experience

• 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.

Compensation and Benefits

The base salary range for this role is $79,000 – $98,670. Base salary is part of a total rewards package that includes merit-based increases, overtime, short incentive plan participation, 401(k) eligibility, medical/dental/vision/life and disability insurances, and leaves in line with your work state. Our time-off policy includes up to 120 hours of vacation per year, 11 paid holidays, additional time off during a year-end shutdown, and 80 hours of paid sick time each year.

Note: Total compensation will depend on candidate experience, skills, education, and other factors permitted by law.

Compliance and Equal Opportunity

Disclaimer: The statements describe the general nature and level of work and are not exhaustive. All personnel may be required to perform duties outside of their normal responsibilities. Sumitomo Pharma America (SMPA) is an Equal Employment Opportunity (EEO) employer. Qualified applicants will receive consideration without regard to race, color, creed, religion, national origin, age, ancestry, nationality, marital or civil union status, sex, gender, sexual orientation, disability, veteran or military status, or any other characteristic protected by law.