Associate Director, Document Management & Training QMS

Role Summary

The Associate Director, Document Management and Training QMS is responsible for the oversight of Document Management and Training Management Systems, including reporting Quality Metrics at QMS Boards and Management Review meetings. This role supports internal audits, inspection readiness and regulatory authority inspections, and continuously improves GXP Document and Training processes while leading organizational change. This position is hybrid and based in Waltham, MA, requiring presence on-site 2-3 days per week. The role reports to the Executive Director, Quality Management and GXP Systems.

Responsibilities

• Oversee the strategy, development, and management of GXP Document and Training programs and related documentation, ensuring processes, systems (Veeva/ComplianceWire), compliance (GxP), and content meet regulations, quality standards and business goals
• Develop and implement strategic plans for documentation and training, manages departmental goals, and leads cross functional teams
• Act as the Subject Matter Expert in electronic learning and document management systems managing user support, system improvements, and data (ComplianceWire, Veeva, etc)
• Lead system upgrade and changes to Veeva and ComplianceWire by partnering with the vendor and users/business on changes needed to support process and systems improvement
• Oversee periodic reviews of the controlled documents (such as Policy, SOP and Work Instructions) are performed and documented per SOP by working with the GXP business areas
• Ensure compliance with legal and regulatory standards for document storage and retention by partnering with Legal and other cross functional leaders
• Oversee company training program partnering with Compliance and Non GXP areas, including improving onboarding training experience and process with new employees
• Ensure appropriate training requirements are defined in job specific role curriculum/matrix, including gathering training records as requested for audits and regulatory inspections
• Oversee, create, implement and manage job specific curriculum/training matrix for GXP functional areas by partnering with GXP Business areas on curriculum training matrix
• Lead and manage periodic Document and Training Board meetings and Quality Management Review for oversight of document revisions, periodic reviews, training assignments, annual curriculum reviews and review metrics performance monthly with this cross functional team
• Lead and support inspection readiness activities and regulatory inspections on site and remotely, including inspection readiness training and process for inspections
• Manage and coach direct and indirect reports along with consultants/contractors

Qualifications

• Bachelor’s degree in science or related field with 8 - 10+ years of GxP Quality experience in life sciences industry or equivalent experience
• 5+ years of Hands-on experience in hosting internal/external audits and regulatory inspections
• Demonstrated experience in managing pharmaceutical quality systems such as Management Review, Document Management, Training, Deviation/Investigation, CAPA, and Quality Metrics reporting
• Experienced in Veeva, ComplianceWire systems other Quality Management and Training Management Systems
• Excellent communication and time management skills
• Good presentation, verbal and written communication skills
• Ability to project manage and lead cross functional teams in a fast-paced environment
• Demonstrated experience in leading, managing and improving pharmaceutical quality systems
• Strong leadership, technical, management, problem solving and project management skills
• Ability to quickly understand issues, needs and articulate potential solutions in fast paced environment