Program Management Operations Coordinator

Sumitomo Pharma Co., Ltd., is a global pharmaceutical company based in Japan with operations in the U.S. (Sumitomo Pharma America, Inc.), focused on addressing patient needs in oncology, urology, women's health, rare diseases, cell & gene therapies and CNS. With several marketed products and a diverse pipeline of early- to late-stage investigational assets, we aim to accelerate discovery, research, and development to bring novel therapies to patients sooner. For more information on SMPA, visit our website https://www.us.sumitomo-pharma.com or follow us on LinkedIn.

Job Overview 

We are currently seeking a dynamic, highly motivated, and experienced individual for the position of Associate, Program Management Operations. The individual will play a key role in supporting 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 efforts that drive program success. This role is designed for candidates eager to gain hands-on experience in project management within a dynamic research environment.

Job Duties and Responsibilities (70%):

• Assist with scheduling, organizing, and/or preparing for key meetings, including compiling materials, developing agendas, meeting minutes, and ensuring timely follow-up on action items. Includes supporting internal governance forums.

• Assist in the development and maintenance of dashboards and reporting tools for portfolio planning, forecasting, and budgeting.

• Collaborates with functional leads to prepare materials for corporate planning deliverables and strategic reviews.

• Track program milestones, deliverables, and timelines using project management tools.

• Serve as a liaison for collecting and consolidating data from various sources, supporting the preparation of project updates, management reports, and presentations.

• Contribute to process improvement initiatives and help implement best practices across Program Management Operations.

• Participate in ad hoc program and department projects, collaborating with internal partners and external stakeholders to ensure project objectives are met efficiently.

• Assist with mapping and documenting key business processes related to drug development, including daily workflows, activity tracking, and identifying process dependencies.

• Collaborate with a cross-functional team to redesign processes for greater efficiency, adaptability, and cost-effectiveness in support of research initiatives.

• Help integrate new technologies, such as AI/ML and automation tools, into existing workflows to enable more agile and data-driven research operations.

Additionally, the individual will (30%):

• Support Leadership in coordinating day-to-day program operations, providing administrative and logistical assistance.

• Assist with scheduling, organizing, and preparing for key meetings, including compiling materials, developing agendas, recording meeting minutes, and ensuring timely follow-up on action items.

• Support Leadership and backup the Executive Assistant to calendar management, arranging meetings, and coordinating travel plans and expense reporting as needed.

• Help coordinate purchasing and contracting activities (processing POs), ensuring adherence to departmental policies and timelines.

• Uphold confidentiality and exercise sound judgment when handling sensitive information and supporting senior staff.

• Adaptable, resourceful, and eager to contribute ideas in a collaborative setting.

This position is a hybrid role with the requirement of being on-site in our Marlborough, MA office a minimum of 3 days a week (usually Tuesday, Wednesday and Thursday).

Key Core Competencies

• Strong organizational and time management skills with the ability to manage multiple priorities.

• Excellent communication and interpersonal skills.

• Analytical mindset with attention to detail and problem-solving capabilities.

• Ability to work independently and collaboratively in a fast-paced, matrixed environment.

• Demonstrated interest in process improvement, technology integration, or operations management.

• Exposure with drug development processes and cross-functional team dynamics.

• Familiarity in administrative and logistical coordination, including meeting planning, documentation management, and budget tracking.

• Ability to consolidate and synthesize data from multiple sources to support reporting and decision-making.

• Creativity in approaching operational challenges, improving processes, and developing solutions that enhance team efficiency and effectiveness.

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 the biotech or pharmaceutical industry.

• Proficiency in Microsoft Office Suite and project management tools (e.g., Smartsheet, MS Project, SharePoint, copilot); knowledge of Smartsheet is a plus.

• Familiarity with the basics of drug development processes, or a willingness to learn quickly in a fast-paced environment.

The base salary range for this role is of $79,000 - $98,670.  Base salary is part of our total rewards package which also includes the opportunity for merit-based salary increases, overtime, short incentive plan participation, eligibility for our 401(k) plan, medical, dental, vision, life and disability insurances and leaves provided in line with your work state.  Our robust time-off policy includes up to 120 hours of vacation per year, 11 paid holidays plus additional time off for a shut-down period during the last week of December, 80 hours of paid sick time upon hire and each year thereafter and access to our service recognition program.  Total compensation, including base salary to be offered, will depend on elements unique to each candidate, including candidate experience, skills, education and other factors permitted by law.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Confidential Data: All information (written, verbal, electronic, etc.) that an employee encounters is considered confidential.

Compliance: Achieve and maintain Compliance with all applicable regulatory, legal and operational rules and procedures, by ensuring that all plans and activities for and on behalf of Sumitomo Pharma America (SMPA) and affiliates are carried out with the "best" industry practices and the highest ethical standards.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Mental/Physical Requirements: Fast paced environment handling multiple demands. Must be able to exercise appropriate judgment as necessary. Requires a high level of initiative and independence. Excellent written and oral communication skills required. Requires ability to use a personal computer for extended periods of time.

Sumitomo Pharma America (SMPA) is an Equal Employment Opportunity (EEO) employer

Qualified applicants will receive consideration for employment without regard to race; color; creed; religion; national origin; age; ancestry; nationality; marital, domestic partnership or civil union status; sex, gender; affectional or sexual orientation; disability; veteran or military status or liability for military status; domestic violence victim status; atypical cellular or blood trait; genetic information (including the refusal to submit to genetic testing) or any other characteristic protected by law.