Preclinical Program Coordinator

• Support the Data Manager and Program Managers in planning, preparing, and documenting routine audits of program-related WorkPlans, materials, reagents, and associated records.
• Assist with retrieval, organization, and preparation of audit data from relevant systems, including WorkPlan exports, material reports, audit forms, and supporting documentation.
• Help verify that program-related records are complete, clearly documented, appropriately filed, and aligned with relevant internal procedures and program study plans.
• Support Data Management with program-specific WorkPlan audits and Biological Materials and Reagents audits activities
• Support Program and Data Management with maintaining audit trackers, findings logs, action follow-up records, and supporting documentation
• Help coordinate follow-up on audit findings, including tracking responses, evidence of completion, and closure status.
• Support preparation of audit reports and audit closure documentation, ensuring appropriate sign-off, filing, metadata, and completion status are maintained.
• Escalate documentation gaps, overdue actions, or potential compliance concerns to the relevant Program Manager, Data Manager, or Team Lead in a timely and constructive manner.
• Support implementation of process improvements arising from audits, lessons learned, and Program Office continuous improvement activities.
• Assist with maintaining awareness of relevant SOPs, policies, templates, and program-specific requirements among team members, where appropriate.
• Assist with preparing metrics and information to Team Leads to drive compliance improvements within each department

• Coordinate scheduling, agenda preparation, document collation, and minute-taking for selected preclinical program meetings.
• Capture clear minutes, decisions, risks, dependencies, and action items from meetings, ensuring owners and due dates are recorded where appropriate.
• Support Program Managers in maintaining structured trackers for program actions, deliverables, milestones, documentation status, audit status, and follow-up activities.
• Help monitor progress against defined program activities and highlight delays, missing information, or required follow-up to the relevant Program Manager.
• Support coordination of internal scientific inputs required for program documentation, reports, reviews, and partner-facing materials.
• Provide administrative and coordination support for vendor, CRO, or collaborator-related documentation where needed, without acting as the primary owner of external relationships or contractual commitments.
• Help ensure that program records are inspection-ready, easy to navigate, and appropriately maintained for future reference.

Scope and Level of Responsibility:

• This role supports Program Managers and the Program Office but does not replace the responsibilities of a Program Manager.
• The role is not expected to own program strategy, budget management, portfolio prioritisation, contractual decision-making, external alliance leadership, or final scientific/program decisions.
• The role is expected to provide reliable coordination, follow-up, documentation, and audit support to enable Program Managers, Data Managers, and scientific teams to deliver programs efficiently and compliantly.

Please note the roles and responsibilities for the position include but are not limited to the above.

• Bachelor’s degree in a scientific, life sciences, project coordination, business administration, or related discipline; relevant experience may be considered in place of a degree.
• 2+ years of experience in supporting programs, projects, research operations, laboratory operations, or administrative functions within a biotechnology, pharmaceutical, life sciences, or related environment.
• Strong organisational skills, with the ability to maintain accurate records, track multiple actions, and coordinate information across several programs or workstreams.
• Excellent attention to detail and a strong commitment to documentation quality, data integrity, and consistent ways of working.
• Stong written and verbal communication skills with the ability to collaborate effectively across cross-functional teams specifically with Program Managers, Data Managers, scientific staff, Team Leads, Operations, Quality, and external-facing teams.
• Familiarity with preclinical research, drug discovery, antibody therapeutics, oncology programs, or laboratory workflows is desirable.
• Familiarity with WorkPlans, Electronic Lab Notebooks, SharePoint, Teams, Smartsheet, Asana, or similar project/document management systems is desirable.
• Working knowledge of SOPs, policies, audit trails, metadata, document status, version control, and controlled document environments is desirable.
• Ability to interpret procedures and templates and apply them consistently to routine documentation and audit support activities.
• Ability to follow up constructively with colleagues to obtain missing information, clarify actions, and support completion of documentation or audit activities.
• Comfortable working in a fast-paced, cross-functional environment where priorities may shift and multiple programs require support.
• Proactive, reliable, and able to escalate issues appropriately while remaining within the defined scope of the role.
• Support routine audits with meticulous record keeping and effective communication to drive improvements
• Working knowledge of quality management principles, including QMS, SOP lifecycle management, deviation management, and CAPA processes
• Experience supporting pre‑clinical and/or clinical‑stage programs
• Exposure to contract‑driven or partner‑specific quality and compliance requirements is highly desirable

One of our top priorities is to maintain the health and wellbeing of our employees and their families.

To achieve this goal, we offer comprehensive benefits.

• Medical, dental and vision insurance
• The full premium amount for our employees and their dependents is covered by IGM
• FSA – Healthcare and dependent care (Flexible Spending Account)
• STD, LTD, Basic Life and AD&D Insurance, Supplemental Life and AD&D Insurance
• 401(k) Plan
• 120 hours of Paid Time Off
• 5 sick days per year
• 11 holidays

• Annual training budget for professional development
• Annual bonus program
• New hire stock options

OBT is an equal opportunity employer and prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin or ancestry, age, disability, marital status, and veteran status.

All qualified applicants will receive consideration for employment.

One of our top priorities is to maintain the health and wellbeing of our employees and their families.

To achieve this goal, we offer comprehensive benefits.