The Projects and Services Assistant works under the hierarchical supervision of Projects Director.
Objective
The Project and Services Assistant ensures that recurring administrative activities, records and system data are accurate, complete and followed up in a timely manner. This cross-functional role supports consistent project-management processes and contributes to responsive and professional service for commercial uses of the EORTC Quality of Life questionnaires and related copyrighted materials.
Main responsibilities / Major Activities
50% Project Management Office (PMO) support and 50% Services Support
Major activities (PMO)
Project Management Office support
Coordinate recurring and ad hoc meetings for the PMO and the Projects & Services Director, including scheduling, invitations, and agendas.
Support the administration of the project-management system (Microsoft Dynamics 365), including:
Set-up standard user access and maintain the access list, in line with approved procedures.
Provide first-line support for routine user questions, particularly on time-entry processes, and refer technical or non-standard issues to the appropriate system owner or expert.
Perform monthly organization-level checks of time-entry completeness and consistency; prepare reminders or follow-up for the users and responsible managers.
Support with assigning project IDs to clinical studies and RPs and communicating these IDs to project teams; support maintaining an accurate database of project (status, owner, bundles etc.).
Contribute to the implementation and continuous improvement of other standard administrative processes, templates and guidance within the PMO, including:
Support administrative quality checks of study documentation and Trial Master File (TMF) records against predefined checklists; document findings and alert the relevant team member to gaps or inconsistencies.
Conduct quarterly reviews of open Quality events owned by the Project Managers and follow up with owners to support timely resolution and compliance.
Major Activities (Services Support)
Services Team support
Respond to standard requests from commercial users regarding EORTC Quality of Life questionnaires, available materials and related services, using approved templates and guidance, in particular:
Provide approved standard information on access conditions, licensing requirements and terms of use for EORTC copyrighted materials; escalate non-standard, contractual or scientific questions.
Support the provision of questionnaires, certificates and other standard documents once the applicable requirements and approvals have been confirmed.
Liaise with internal teams, including Quality of Life, Finance and Contracts, to obtain or relay information needed to resolve standard requests.
Prepare invoice information and submit invoices through external client portals under the supervision of an experienced Services team member; maintain accurate internal records and follow up on missing information.
Assist with periodic reviews of licensing records by comparing reported questionnaire use with existing agreements, documenting potential gaps and referring them to the responsible team member for assessment.
Maintain shared mailboxes, trackers and filing systems in accordance with EORTC procedures.
Profile
Bachelor’s degree or equivalent relevant experience.
Experience in clinical research, clinical trials, healthcare, a regulated environment, or copyright/licensing administration is an advantage.
Previous experience in an administrative, coordination, or customer service role.
Fluent in spoken and written English.
Able to write clear and professional emails and other correspondence.
Strong Microsoft 365 skills, especially Excel and Outlook. Experience with SharePoint, Microsoft Dynamics 365, CTMS, or eTMF systems is an advantage.
Able to follow procedures, templates, and work instructions accurately.
Well organized, with the ability to manage multiple tasks and deadlines.
Detail-oriented, with a focus on quality and accuracy.
Service-minded, proactive, and able to recognize when issues need to be escalated.
Strong communication and coordination skills, with the ability to work effectively in an international environment.
Able to work independently while contributing positively to a collaborative team environment.
Work authorisation: Applicants must already have the legal right to work in Belgium. Visa sponsorship and work permit support are not available for this position.
Benefits
30 days holidays (full time)
Hospitalisation insurance and ambulatory care
Hybrid working environment (from Belgium only)
Meal vouchers
Permanent contract
Wage according to our Non-Profit organisation status
Free parking
Reimbursement of public transport
Pension plan
Homeworking allowance
