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.