Job Descriptions in Finance, Administration, Information Systems and Legal Counsel
Vice President of Finance & Administration
Job Description
Responsible for all long-range financial matters and establishment of company-wide financial and administrative objectives, policies, and practices. Establishes and executes programs for the provision of the capital required by the business, including negotiating the procurement of capital and maintaining the required financial arrangements. Manages the cash-flow position of the company. This includes authority to establish credit and collections and purchasing policies and to establish schedules for the payment of bills and financial obligations. Approves all agreements concerning financial obligations, such as contracts for products or services and other actions requiring a commitment of financial resources.
Maintains relationships with financial institutions in conjunction with the President and administers banking arrangements and loan agreements, receives, has custody of and disburses the company's monies and securities. Establishes and maintains a market for the company's securities and liaisons with investment bankers, financial analysts and shareholders in conjunction with the President. Administers all incentive stock option plans. Maintains sources for the company's current borrowings from commercial banks and other lending institutions and invests the company's funds.
Responsible for the financial aspects of real estate transactions, and executes bids, contracts and leases. Oversees the granting of credit and the collection of accounts due the company, including supervision of required special arrangements for financing sales, such as time payments and leasing plans. Analyzes company shareholder relations policies and information program including the annual and interim reports to shareholders and recommends to the President new or revised policies or programs when needed. Provides advice on all matters to the President and assists the President in the formulation of overall corporate objectives.
Departmental responsibilities include the management of Finance, Accounting, Administration, Information Systems and Legal teams including benefit administration, insurance relationships and programs, and banking and lending relationships.
Education/Experience
Requires BS in Accounting or Finance, CPA and/or MBA preferred, and a minimum of 7-10 years senior financial management experience preferably at the Director or VP of Finance level. A background in a biotechnology/pharmaceutical environment is highly desirable.
Chief Financial Officer
Job Description
Oversees all financial activities of the company including internal and external reporting, accounting, treasury and tax matters, as well as financial planning, budgeting and analysis. Key responsibilities include advising Senior Management and the Board of Directors on the potential impact of investments, purchases, commitments and contracts on the profitability and return-on-investment performance of the company. Other duties include evaluating and determining the financial impact of product development, capital spending, inventory investments, changes in product line and/or manufacturing methods, sourcing/outsourcing alternatives and contracts and advising management. Creates, reviews and approves periodic budgets and financial statements. Leads the development, interpretation, and reporting of operating financial information. Establishes accounting and finance practices and procedures in accordance with company policy. Serves as a key participant in the development of the company's strategic plan.
Responsible for coordinating and creating the operating and capital budget. Participates in presenting strategic and financial plans. Manages relationships with senior management, outside auditors, board of directors, corporation counsel and financial institutions. May also lead the financial review aspects of due diligence analysis in conjunction with the review of new business acquisitions, divestitures, and downsizing initiatives as needed.
Education/Experience
Requires BS in Accounting or Finance with an MBA, CPA or equivalent postgraduate qualification and a minimum of 10 years of demonstrated financial management experience. Prior experience in Capital Formation, and/or Mergers & Acquisitions is highly desirable. Proven ability in presenting the financial and operational results and strategic plans of the organization to a variety of audiences including employee groups, finance community, Board Members and the Corporate CEO is essential.
Director of Finance
Job Description
Oversees the company's financial and accounting operations. Responsible for month-end closes, preparation of monthly consolidations for management, budgeting, forecasting, and evaluating and enforcing contracts, accounting polices and procedures. Establishes internal controls, operating policies and procedures. Prepares and maintains company's financial statements. Prepares SEC quarterly and annual filings. Manages fiscal growth and expenditures. Assists in debt and equity financings and financial due diligence. Coordinates annual audit and quarterly reviews.
Tracks and analyzes new rules and regulations related to financial reporting and consolidations. Performs research, analysis and other technical support for deal structuring, M & A, and other special projects. Manages relationships with investors and financial institutions. Duties may also include the management of employee benefits programs and other human resources administration, asset/vendor management, and support for internal and external financial presentations and other ad-hoc requests and projects.
Education/Experience
Requires BS in Accounting, Business Administration or Finance, MBA and CPA preferred, and a minimum of 7-10 years financial analysis/planning experience. Extensive knowledge of accounting, financial statement preparation, and SEC reporting is required. Managerial experience is strongly preferred.
Accounting Manager
Job Description
Manages and performs a variety of technical accounting and auditing functions. Audits, analyzes, compiles and reconciles company's financial transactions. Maintains, analyzes and reconciles general ledger accounts; performs detailed quarterly audit and year-end functions; prepares monthly and year-end revenue and expenditure accruals; adjusts and closes journal entries; reconciles bank accounts. Prepares/reviews payroll, accounts payable, accounts receivable, cash receipts, employee benefit forms and claim reports; assists in the annual operating budget; maintains the fixed asset accounting system(s); performs internal audits of investments, revenues and expenditures; develops, plans and implements accounting procedures within the accounting/financial unit. Manages the accounting staff and assists in the interviewing, hiring and training of new staff.
Education/Experience
Requires BS in Accounting, Finance, or related field, with a minimum of 5-8 years accounting/general ledger experience. Extensive knowledge of the auditing, analysis, compilation and reconciliation methods used in processing financial and accounting transactions is essential.
Accounting Clerk
Job Description
Assists with the planning and execution of various financial processes including routine calculations, posting and verification duties, account analysis, ad-hoc reporting, and other basic accounting functions. Reviews and examines financial transaction documents for accuracy and prepares the necessary corrections. Audits ledgers for accuracy and assists in the preparation of ad-hoc requests for account analysis. Performs posting of cash receipts, expenses, or other transactions to journals or ledgers. Prepares statements, invoices and vouchers. Other duties may include data discrepancy investigation and/or resolution, inter-departmental correspondence, and the maintenance and distribution of financial documentation.
Education/Experience
Requires a high school diploma, 2 or 4 year Accounting degree is preferred, and a minimum 2-5 years accounting experience. Knowledge of bookkeeping procedures and basic accounting principles is required. Intermediate computing skills are highly desirable.
Payroll Clerk
Job Description
Assists in the verification, compilation and maintenance of payroll data. Receives and verifies time sheets. Prepares, inputs and electronically transmits payroll data. Audits and corrects payroll processing reports errors. Assumes responsibility for all tax forms relating to payroll, including W-2. Posts bi-weekly and monthly payroll adjustments as needed including changes affecting net wages, such as exemptions, insurance coverage, and loan payments. Depending on the size of the company, the clerk may prepare, issue and distribute paychecks and pay advice forms. Interfaces with Human Resources personnel to record all data on hiring, termination and employee transfers. Responds to requests from employees and external agencies on matters relating to payroll and may prepare periodic reports of earnings, taxes, and deductions as needed. Other duties many include the preparation and distribution of employee lists and staff leave/vacation reports.
Education/Experience
Requires a high school diploma with a minimum of 1-3 years' payroll or related experience. Practical knowledge of payroll accounting and working knowledge of computers is preferred.
Public/Investor Relations Manager
Job Description
Responsible for the management of P/R strategies in the area of press releases and industry articles, press tours, and promotional programs. Works with external public relations and investor relations agencies to ensure company communication objectives are met on time and within budget. Produces news releases, corporate backgrounders, product launch kits, presentations, and drives the release process. Responds to all media requests, inquiries and concerns. Conceptualizes and employs proactive story angles and campaigns to secure desired PR coverage. Works with national and international PR agencies to ensure consistency and accuracy of worldwide news coverage. Exploits opportunities for product awards and sponsorships. Selects, prioritizes and oversees publicity events and media/analyst tours.
Participates at investor conferences and organizes analyst briefings. Works with Marketing and Product Development to identify and communicate the company's value propositions, and build brand image. Identifies and develops relationships with key press contacts, editors, industry analysts, and key investors. Manages company press clippings, publication library, and contact database. Organizes and maintains a master calendar of all PR, media events and product reviews. Develops, executes, and tracks industry analyst plans. Participates in the planning and organizing of a corporate crisis management program and process to ensure effective response(s) to unforeseen issues. Provides advice to senior management on corporate positioning within the marketplace and works with cross-functional teams to create long term strategies that build value for the company.
Education/Experience
Requires BS in Marketing, Communication, Journalism or related field and a minimum of 2-3 years corporate and/or public relations experience preferably in a biotechnology or pharmaceutical environment. Strong written and oral communications skills are a necessity. Knowledge of basic design/layout/graphic principles and corresponding software programs is preferred. Extensive knowledge of top business publications and their editorial needs is highly desirable.
Government Relations Manager
Job Description
Responsible for a variety of activities involving community and government relations, public policy and communications including major, high profile projects with emphasis on community benefit investments, implementing legislation and new community programs. Activities include public speaking engagements, active involvement in community-based organizations, and maintaining various relationships in the community. Serves as a corporate liaison between the news media and government agencies in support of political action committees and key industry associations, special events coordination for Government Affairs and political fundraisers, and internal & external fundraising. Tracks and monitors lobbying activities and legislation, and assists in the management of government affairs issues.
Keeps the public informed about the activities of government agencies and officials. Prepares and distributes internal communication for public awareness campaigns, to ensure consistent corporate image and message. Maintains database of key government and media contacts used for external communication efforts. May assist with media relations programs, including research and development of press releases, media kits, and special interest stories.
Education/Experience
Requires BS (or equivalent) in English, Journalism, Public Relations, or Communications and 3-4 years experience in corporate communications, public relations, legislative and/or public policy analysis preferably in a biotechnology or pharmaceutical environment. A thorough understanding of corporate political action committee administration and the political process is required.
Strong verbal and written communication skills are a necessity. Experience working with elected officials, staff and governmental agencies is highly desirable. Experience with political action committees and fundraising including special event planning/execution is preferred.
Director of Human Resources
Job Description
Directs the activities and staff involved in developing and maintaining Human Resources (HR) activities, policies and procedures. Identifies legal requirements and government reporting regulations affecting HR and directs the preparation of information requested for compliance. Acts as a primary contact with labor counsel and outside government agencies. Directs organizational planning process including the organizational structure, succession planning, job design, and manpower forecasting. Oversees the development and management of wage and salary structures, pay policies, performance appraisal programs, disciplinary actions, employee benefit program and services, and company health and safety programs. Selects and coordinates use of insurance brokers, insurance carriers, pension administrators, training specialists, labor counsel, and other outside resources. Advises senior management on all HR related issues including recruitment practices/procedures, career development, promotions, transfers, retention, continuing education/training, compensation reviews, hiring/firing decisions, exit interviews, conflict resolutions, and employee relations.
Education/Experience
Requires BA/BS in Business, Liberal Arts, a graduate degree is preferred, and a minimum of 10-15 years HR management experience. Thorough knowledge of HR functions, particularly in the areas of organizational development, compensation, and employee relations is essential.
Human Resources Representative
Job Description
Administers one or more Human Resources programs including salary administration, recruitment, staffing and retention, diversity, benefits administration, workers compensation, training, and employee relations. Provides counsel and assistance with performance management issues, workplace concerns, employment legislation, discipline, and terminations. Insures compliance with all government programs including affirmative action, anti-discrimination, ADA, OSHA, FMLA, and wage and hour regulations. Advises new and existing employees on benefit eligibility, amounts of coverage, and claim procedures. Oversees the maintenance of benefit records and ensures the necessary documentation is processed to implement desired benefit coverage. Handles all Workers' Compensation claims and manages the annual benefit open enrollment process.
Provides administrative support to the HR department, including data entry, photocopying, data collection, and filing. Maintains and updates employee information. Codes and distributes resumes, creates new hire offer packages, post jobs internally and externally, types job descriptions, and creates and distributes interview schedules.
Administers new hire orientations and exit interviews and processes all associated paperwork. Collates recruitment and benefit packets as well as other written materials. Plans and organizes meetings, conferences, employment interviews, and training sessions. Coordinates various human resource metrics including headcount, turnover, and overtime to create, maintain and/or update regular management reports.
Education/Experience
Requires BA/BS in Business, HR, Psychology or related field, and a minimum of 3-5 years experience in benefits administrations, payroll, labor relations or equivalent HR experience in a biotechnology or pharmaceutical environment. Capability and willingness to maintain confidentiality is essential. Excellent verbal and written communication skills are required. Previous recruitment experience is preferred.
Safety Manager
Job Description
Responsible for the development, implementation and management of company-wide safety programs in compliance with OSHA and other relevant regulations to ensure the safety and security of employees and facilities. Establishes risk management and business contingency programs. Maintains Right-to-Know documentation and provides regular, required training to security employees. Acts as first contact response for emergency situations, notifies emergency personnel and performs security investigations throughout the company on a case-by-case basis.
Administers procedures for proper reaction to abnormal and emergency conditions that threaten company personnel, tenants and or property. Coordinates the implementation of safety systems including fire, intrusion, monitoring devices, vehicle/visitor inspection, company identification cards and key issue and control programs. Maintains safety policy procedures and ensures compliance and consistency with company safety policies. Serves as chief liaison with local, state, federal law-enforcement agencies. Hires, trains, and manages security staff. Develops and maintains security officer shift schedules and changeover procedures.
Education/Experience
Requires a high school diploma, BS in business administration preferred, and a minimum of 3-5 years' experience in law enforcement or security management. Prior supervisory experience and a broad knowledge of security matters encompassing legal principles, fire and safety rules and regulations, electronic security and alarm systems, fire fighting, exposure to firearms, and communications and other related security devices is preferred. Must be certified in CPR and qualified in Basic First Aid. Certified Protection Professional (CPP) certification is a plus.
Receptionist
Job Description
Manages switchboard and front desk operations. Answers and redirects telephone calls. Meets and greets customers. Opens, sorts and distributes incoming mail and processes outgoing mail. Processes repetitive documents and exercises editing responsibility for correct spelling, punctuation and language. Updates and maintains Master Schedule for staff members' weekly schedules.
Responsible for organizing, maintaining inventory, receiving and dispersing office supplies. Maintains professional appearance of front office, kitchen, conference rooms, and other public areas. Monitors office equipment and coordinates servicing. Assists other departments as needed, performing clerical tasks as assigned (copying, faxing, filing, ordering supplies etc.).
Education/Experience
Requires a high school diploma and a minimum of 1-2 years' varied administrative support and receptionist experience. Other equivalent combinations and education including completion of administrative support or business courses may be considered. Good written and verbal communication skills are required.
Administrative Assistant
Job Description
Responsible for a wide variety of general administrative duties including filing, faxing, photocopying, preparing correspondence, maintaining calendars, coordinating video conferencing and teleconferencing, making travel arrangements and managing itineraries. Manages and prioritizes internal and external communications (including Email, as necessary). Arranges and provides support for large internal/external meetings including taking minutes, and the distribution of pre and post meeting agendas, programs, presentations/briefing documents. Designs and prepares presentations, assists in specialized projects, and coordinates on and off-site meetings as needed.
Education/Experience
Requires a high school diploma, a BA/BS is preferred, and a minimum of 1-3 years administrative experience. Strong initiative, communication, interpersonal, organizational and computing skills are required.
Manager of Information Systems
Job Description
Manages information systems and computer resources for the entire organization. Oversees the organization's Computer Operations, Systems and Programming, Technical Support Services, Communication Network and User services. Acts as a liaison between senior management and the computer staff (data processing, information systems, network services etc.). Manages the department's budget. Develops disaster recovery plans and manages back-up and security systems. Hires, trains, and supervises information systems staff.
Manages user requirement definition and development, application development, system configuration and testing, installation, implementation of ongoing support, system enhancements/upgrades and bug fixes. Responsible for the introduction of new systems and hardware/software rollouts.
Education/Experience
Requires BS in Computer Science or Business Administration, an MS or MBA may be required for senior level positions in larger companies, and a minimum 5-8 years MIS management experience. Knowledge and experience of process modeling, reengineering and systems analysis is preferred.
Systems Analyst
Job Description
Designs, customizes, and implements new software and supports existing legacy and packaged software systems. Interprets business needs into functional requirements and program specifications, defines business process flows, develops prototype screens and reports for new/existing system enhancements, and builds test plans, test criteria and scenarios. Collaborates with Analysts/Programmers to drive and oversee the development and implementation process. Supports all phases of system testing, user training and system deployment, and assists in creation of related documentation.
Provides on-going application support, research and diagnostics on all production systems and manages the entire lifecycle for IT deliverables. Provides strategic advice to business units by defining and/or developing business processes/procedures and researching and identifying enabling systems/technologies. Provides technical support to business unit by analyzing new software programs and hardware equipment and conducting cost/benefit analysis.
Education/Experience
Requires BA/BS in Computer Science and a minimum of 3-5 years business/systems analysis experience preferably in a biotechnology or pharmaceutical environment. Demonstrated success implementing packaged software and strong knowledge of the full 'Systems Development Life Cycle' is essential. Strong analytical and problem-solving skills are also required. A broad understanding of technology and a solid understanding of the appropriate application of various technologies is preferred.
Analyst/Programmer
Job Description
Designs, develops, codes, tests, debugs, and documents programming applications to satisfy requirements of one or more user areas. Typically provides 24-hour daily production and technical support to assigned systems. Provides comprehensive consultation to business units, business analysts and IT management and staffs at the highest technical level. Provide programming and proper usage support to users of Business systems. Assists with the creation and modification of custom reports, specified by users and is involved in all aspects of application development, system configuration, system testing, installation, and implementation of system enhancements/upgrades and bug fixes. Other duties may include User Acceptance Testing and End User training.
Education/Experience
Requires BS in Computer Science or related area, and a minimum of 3 years programming experience in a scientific or technical environment. Proficiency in programming languages like C/C++, Perl, SQL, HTML,and JAVA and knowledge of mixed operating systems environments (e.g. UNIX, Windows NT, Sybase, Oracle etc.) is required. Structured programming skills, problem-solving abilities, and strong diagnostic capabilities are essential. Extensive knowledge of relational databases, commercial report writers, and proficiency in PC software is preferred.
Librarian
Job Description
Assists the Library Services Manager in all library operations including acquisition and organization of print and electronic resources, references services, long range planning for the library, and staff orientation in the use of electronic information resources including integrated library systems, web browsers, and search engines. Conducts statistical, financial, scientific, patent and/or business information searches in support of the organization's research and development efforts as needed.
Software management related duties (if applicable) focus on the migration of source code and files to production systems, management and maintenance of version control, release and migration documentation, access authorization for developers, testers, etc. and deployment of software releases or rollouts.
Education/Experience
Requires BS/MS in Science and/or MSL (Masters in Library Science), and a minimum of 1-3 years' experience in a pharmaceutical or biomedical library. Knowledge of non-traditional information resources, such as CD-ROMs, online databases, and the Internet is essential. Other requirements (if applicable) include working knowledge of software version control, release and migration packages.
Patent/IP Attorney
Job Description
Works as an in-house counsel in the preparation and prosecution of patent applications, development and maintenance of the company's intellectual property (IP), and the development of intellectual property strategies and policies. Reviews, negotiates and drafts license, research, technology, material transfer agreements for IP consideration and protection. Reviews intellectual property provisions of various contractual arrangements and assists in rendering opinions on validity and infringement. In coordination with licensing counsel, drafts opinions and develops legal strategies for the company's business and research endeavors, and is involved in all copyright, trademark and litigation matters.
Interacts extensively with scientists and counsels in-house clients on general contract, commercial and intellectual property issues. Depending on the size of the company may also be responsible for the supervision of patent support staff.
Education/Experience
Requires JD degree (Juris Doctorate) and BS in Science or related field, advanced degree preferred, and a minimum of 10 years experience in all aspects of US/Foreign intellectual property and patent laws relating to biotechnology. Must be admitted to practice before a state bar in the US patent Office. Experience with biotechnology and/or pharmaceutical patent prosecution, contract work and technology licensing as well as intellectual property strategy development and implementation is essential.
Labor/Employment Law Attorney
Job Description
Provides legal representation, counseling and guidance in matters concerning labor relations, employment discrimination, occupational safety and health, affirmative action, unemployment compensation, wage and hour regulation, wrongful discharge and other matters related to the employer-employee relationship. Represents company before state and federal courts, and/or administrative and arbitration tribunals, and during collective bargaining negotiations and labor arbitrations. Counsels company in all aspects of employee benefits law, including the design, implementation and operation of qualified retirement plans, welfare benefit plans and executive compensation programs; statutory and regulatory compliance; governmental filings and representation before regulatory agencies; issues relating to pension and welfare funds and employee benefits litigation.
Works with employer to insure compliance with new federal and state employment statutes and regulations, and advises management on employment issues such as hiring and firing, contract interpretation, non-compete, confidentiality and separation agreements, sexual harassment, Family and Medical Act (FMLA) and Fair Labor Standards Act (FLSA).
Education/Experience
Requires JD degree (Juris Doctorate) and BS in Business Administration or related field, and a minimum of 3-5 years labor and employment litigation experience in a large law firm or a combination of law firm and corporation. Strong practice experience in Title VII, ADA, FLSA, WARN, OSHA, FMLA, wrongful termination, discrimination claims and traditional labor law is essential. Knowledge of current legislative and regulatory changes in the employment area is preferred.
Contract Attorney
Job Description
Provides legal counsel and service on corporate, regulatory, judicial and legislative issues. Prepares contracts, amendments, subcontracts, subleases and non-standard agreements, as required. Analyses contracts, RFPs/RFQs, product acquisition agreements, and commercial leases from other firms for conformity and negotiates optimal terms. Identifies risk exposure; advises executive management on contractual obligations and issues; interfaces with corporate Contracts Department to escalate contract risks, and establishes and maintains document control management procedures.
Keeps current on legislative issues, statutes, decisions, and ordinances of judicial bodies. Examines legal data to determine advisability of defending or prosecuting lawsuit. Provides legal guidance to staff and may act as agent of the corporation in various business transactions.
Education/Experience
Requires JD degree (Juris Doctorate) and BS in Business Administration or related field, and a minimum of 3-5 years experience in commercial litigation. Familiarity with all legal requirements involved in contractual dealings and a thorough knowledge of contract regulatory law is required.
