People Function Operations Coordinator (Fixed-Term) - AID

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality. We're passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care.

Job Summary

The People Function Operations Coordinator is a short-term, fixed-duration role responsible for coordinating People Function programs while providing targeted operational and administrative support during a period of HR process stabilization and transformation for the Autoimmunity business unit.

This role supports the planning, coordination, and sustainment of employee programs while also executing specific People Function operational initiatives, including HR process documentation, transition from paper based to electronic employee files, I-9 audits, HR system and data corrections, and other priority operational and compliance activities. The position plays a key role in improving consistency, compliance, and efficiency across People Function processes.

The role will support ongoing employee engagement programs and events such as on-site events and rewards/recognition activities from tactical execution (event set up and facilitation) to system process management. May from time-to-time support executive level meetings and events - creating slides and agendas, setting up meeting spaces and supporting daily event needs.

The role works independently under general supervision, applies sound professional judgment, collaborates with cross functional stakeholders, and ensures all work is carried out in accordance with Standard Operating Procedures (SOPs), data privacy requirements, and applicable Quality System regulations.

Key Accountabilities

Program & Project Coordination

• Coordinate and/or manage a variety of People Function programs and projects, including program development, implementation, sustainment, communication, scheduling, data management, and reporting.
• In collaboration with management, support annual program priorities and maintain program calendars aligned with organizational goals.
• Schedule and facilitate meetings, prepare agendas, document decisions and action items, and maintain timelines and trackers, and provide administrative back up support when needed.
• Develop internal communications or awareness materials to support program engagement and alignment.
• Document program activities, milestones, outcomes, and expenses; prepare reports and presentations as required.
• Recommend improvements to existing programs or processes to enhance effectiveness and alignment with company values and objectives.

People Function Operations & Administrative Support

• Support core People Function operational activities, including onboarding and offboarding coordination, employee documentation, and record maintenance.
• Assist with compliance related administrative tasks, including tracking required documentation, training records, and preparing materials for audits or reviews.
• Provide required support in the maintenance of accurate records and files in shared repositories and systems in accordance with document control, retention, and quality standards.
• Process purchase requisitions, route invoices for approval, track expenses, and support budget monitoring for People Function activities.
• Provide administrative and operational support to the People Function Director and leadership team as needed.

Short Term Operational & Process Transformation Support

• Support documentation and mapping of People Function operational processes and standard operating procedures, recommending process optimizations where needed.
• Assist with the transition from paper-based employee files to electronic personnel records, including file organization, quality review, indexing, and coordination with HR systems and document control requirements.
• Support Form I 9 audits and remediation activities, including data review, tracking, documentation, and coordination with HR leadership and Legal as required.
• Assist with other priority People Function operational transformation initiatives, such as legacy file cleanup, data standardization, and audit readiness activities.
• Ensure work related to operational transformations is accurately documented and completed in compliance with federal, state, and company requirements.

Events, Logistics & General Administrative Support

• Assist with planning and execution of department and company events, internal and external, including venue coordination, vendor support, agenda planning, communications, expense tracking, and on-site coordination of food and beverage needs, facilities set up and IT support.
• Support visitor planning activities, including agendas, scheduling, meetings, transportation, meals, and lodging when required.
• Schedule meetings, organize calendars (including large or complex meetings), book travel arrangements, and prepare expense reports.
• Respond to administrative and operational requests from leadership, sometimes on short notice, applying sound prioritization and judgment.
• Order office supplies, coordinate catering as needed, and support general People Function logistics.

Compliance, Quality & Professional Standards

• Ensure work complies with applicable company SOPs, ISO, FDA, and other Quality System requirements, as well as Environmental Health & Safety, Human Resources, and administrative policies.
• Apply professional judgment and organizational priorities when making decisions and implementing solutions.
• Proactively communicate status, risks, and issues to stakeholders.
• Reflect company values in the quality of work and in professional working relationships.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Networking/Key Relationships

• Autoimmunity and Werfen employees and People Managers
• Autoimmunity and Werfen Senior Leadership
• Global and regional People Function partners
• Cross functional partners (Finance, Legal, IT)
• External suppliers, contractors, and service providers

Minimum Knowledge & Experience required for the position:

Education

• Bachelor's degree in a related field required

Experience

• Minimum 3 years of experience in a People Function operations, program coordination, or related support role required
• Demonstrated success coordinating programs, projects, or people function/HR operational initiatives required
• Experience supporting compliance related activities, audits, or process improvement initiatives preferred
• Experience with event planning, communications, scheduling, and expense tracking required
• Experience in life sciences, manufacturing, research, or other regulated environments preferred

Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement.

Skills & Capabilities:

• Strong organizational and time management skills
• High attention to detail and strong follow through
• Excellent written and verbal communication skills
• Strong emotional intelligence and relationship management skills
• Ability to exercise judgment in determining when to act independently versus seek guidance
• Strong technical proficiency with Microsoft suite applications, including PowerPoint, Excel, Word, Microsoft Copilot.
• Experience using data, reporting, and collaboration tools such as Power BI, SharePoint and AI tools preferred
• Working knowledge of enterprise systems such as SAP, WeLearn, HRIS platforms, and other business applications
• Ability to quickly learn and adapt to new technologies and systems in a regulated environment
• Experience with program management, documentation, or collaboration tools preferred

Travel Requirements:

• Travel outside of the San Deigo area not required.

If you are interested in constantly learning and being challenged on a daily basis we encourage you to submit your resume or CV.

Werfen is an Equal Opportunity employer and is committed to a diverse workplace. Werfen strictly prohibits unlawful discrimination, harassment or retaliation based upon an individual's race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other protected characteristic as defined by applicable state or federal law. If you have a disability and need an accommodation in relation to the online application process, please contact NAtalentacquisition@werfen.com for assistance.

We operate directly in over 30 countries, and in more than 100 territories through distributors. Annual revenue is approximately $2 billion and more than 7,000 employees around the world comprise our Werfen team.

www.werfen.com