Role Summary
Workforce Planning is essential for ensuring that the right number of qualified staff are available at the right time to successfully execute our trials, ensuring trials are conducted efficiently, ethically, and in compliance with regulatory standards. As a member of the Workforce Planning team, the role will develop and execute workforce strategies that ensure optimal staffing levels and resource allocation. The role is responsible for forecasting staffing needs, analyzing trends, and creating efficient schedules that align with business goals and service delivery standards. The Workforce Specialist is also responsible for maintenance of the Workforce Planning tools and provides support to the Workforce Planning team.
Key Responsibilities
- Maintenance of Workforce Planning systems such as email inbox, SharePoint and database.
- Triage point for the Workforce Planning team communication, reporting, actions and escalations.
- Provide administrative support to Workforce Planning team.
- Co-ordinate company CVs and experience database. Work with LMs to ensure CVs are available, up to date and audit ready. May provide training for key stakeholders on CV process.
- Understand the responsibilities of Novotech as a service provider in the CRO industry and ensure all communications with key stakeholders present a positive professional image of the company.
- Workforce Forecasting & Planning: Analyze available data and business projections to forecast resourcing requirements for assigned teams. Develop short, medium, and long-term workforce plans. Predict and plan for project demands, or clinical trial timelines.
- Scheduling & Roster Management: Create efficient staff rosters based on availability, skills, and business needs. Monitor real-time staffing levels and adjust schedules as required.
- Reporting & Analysis: Track business key performance indicators (KPIs) e.g. utilization. Provide actionable insights and workforce reports to management. Identify staffing gaps, bottlenecks, and recommend solutions.
- Collaboration: Participate in strategic meetings and provide staffing input for projects or trials. Assist in resource planning for onboarding, training, or ramp-up periods.
- Compliance & Systems: Maintain workforce planning tools and systems.
- Strategic Workforce Planning: Lead the development and implementation of long-term workforce planning strategies aligned with business objectives. Conduct in-depth capacity modeling and demand forecasting for current and future business needs. Partner with business leaders to assess future talent gaps and develop action plans (e.g., recruitment, training, succession).
- Data Analytics & Reporting: Analyze workforce trends, headcount data, and labor market insights to inform decisions. Build dashboards and reports to track workforce KPIs (e.g., productivity, attrition, skills gaps). Identify workforce risks and opportunities and present data-backed recommendations to leadership.
- Organizational Design & Scenario Planning: Support organizational restructuring, new program launches, or global expansion with data-informed staffing plans. Conduct “what-if” analysis to evaluate impacts of business decisions on workforce needs.
- Stakeholder Engagement: Collaborate with HR, Finance, and Operations to align staffing budgets and resourcing strategies. Act as a strategic advisor to senior management on workforce-related matters. Lead or mentor junior workforce planning team members.
- Technology & Process Improvement: Champion the use of workforce planning tools, systems, and automation. Improve planning processes through best practices and innovation.
Qualifications
- Bachelor’s degree in business administration, Life Sciences, HR or a related field.
- 4 - 6 years of experience in workforce planning, scheduling, or operations analysis.
- Intermediate skills in Microsoft Excel, familiarity with Workforce Planning tools.
- Strong communication and negotiation skills.
- Ability to handle confidential information with professionalism.
- Excellent attention to detail and prioritization skills.
- Ability to work independently and adapt to change.
- Good problem-solving skills and the ability to work under pressure with multiple priorities.
- Experience in the clinical trials would be advantageous.
Salary Band - $90,000 – 115,000 Salary offered will be based on candidates experience level.
Novotech is proud to offer a great workplace. We are committed to being an employer of choice for gender equality and providing an inclusive work environment where everyone is treated fairly and with respect.
Our team members are passionate about what we do, but we understand work is only one of the things that is important to them. We support our team members with flexible working options, paid parental leave for both parents, flexible leave entitlements, wellness programs and ongoing development programs.
We are looking for people who are passionate about working clinical research and biotech, including people who identify as LGBTIQ+, have a disability or have caring responsibilities.
We are a Circle Back Initiative Employer and commit to respond to every application. We look forward to talking to you about working at Novotech.
About Us
Novotech is a global full-service clinical Contract Research Organization (CRO).
At Novotech, ambition meets opportunity. As a globally recognized leader in clinical research and scientific advisory services, we are proud to combine our position at the forefront of the industry with an award-winning workplace culture that values ambition, innovation, and growth. Named Employer of Choice, Great Place to Work and Employer of Choice for Gender Equality (EOCGE), we are committed to fostering an environment that reflects the life-changing work we do.
Since 1997, we have expanded our global footprint, now with 30+ offices across Asia-Pacific, the United States, and Europe. This growing network unites professionals from diverse backgrounds and disciplines to advance therapies that improve patient outcomes worldwide.
At Novotech, our employees are at the heart of our success. By offering trust, flexibility, and autonomy through programs like NovoLife, our flexible benefits framework, we empower team members to create an effective work-life balance that delivers professional satisfaction and maximum results for clients.
With access to mentorship opportunities, professional development programs, and a dynamic community, Novotech offers a platform for driven individuals to achieve personal growth while shaping the future of healthcare. Join us to be a part of a team that values your contributions and supports your ambition to make a global impact.
At Novotech we have advanced therapeutic and regulatory expertise, the ability to execute across markets and a client-centric service model, so that our clients get a trusted, long-term partner and an accelerated path to bring their life-changing advances to market. This gives our employees the opportunity to develop their careers by joining a diverse and supportive global organization with a collaborative culture, whilst working with clients on the cutting-edge of life sciences.
At Novotech you will work alongside empowered teams with a shared commitment to success.
- Strategic vs transactional mindset.
- Ability to gain insights and make proactive decisions quickly.
- Culture that fosters partnership and collaboration, where every voice is heard and valued.
- Ongoing support from senior stakeholders and leadership team.
Novotech San Francisco, California, USA Office
San Francisco, United States
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