Coordinator, Program Management

Role Summary

The Medical Affairs coordinator position is responsible for management of project-related functions within the Medical Affairs department. The role supports vendor management, educational grant administration, invoice processing, and maintenance of medical affairs systems to enable execution of programs and compliant operations.

Responsibilities

• Manage vendor-related activities, including cycling contracts through the system for signoff, processing the payment of invoices. Vendors include logistics providers, statistical analysis companies, and medical writing groups.
• Assist with managing educational grant requests-related administrative activities (e.g., attending review meetings, invoice processing and payment tracking, archiving all necessary internal documentation).
• Manage overall invoice processing for medical affairs-related activities, including cross-checking accuracy against executed agreements and monitoring purchase order balances.
• Ensure that health-care provider-related expenses are reported internally to fulfill obligations under the corporate integrity agreement and the Sunshine Act.
• Archive documents as per records retention policy.
• Serve as a back-up for publication routing; activities may include internal and external email communications regarding approvals, and follow-up with the medical writing agency.
• Assist with the management of medical affairs systems (e.g., Veeva Medcom, SharePoint sites, Conference calendars). This includes but is not limited to:
  • Provide timely updates and access as needed
  • Modify system settings and workflow changes
  • Support team members as requested/appropriate
  • Provide back-up support for other departmental functions as needed

Qualifications

• Required: Complete fluency with Microsoft Office, including the ability to create and modify multi-tabbed spreadsheets, use the review feature in Word, and create/modify PowerPoint presentations
• Required: Excellent written and verbal communication skills
• Required: Ability to complete tasks independently and efficiently with strong attention to detail
• Required: Ability to take on new projects or modify approaches based on changing business needs
• Required: Excellent administrative and organizational skills
• Required: Ability to effectively partner with other departments and outside personnel (healthcare providers, vendors, etc.)
• Required: Understand the importance of maintaining confidentiality of sensitive information
• Preferred: 1-2 years pharmaceutical experience
• Preferred: Previous SAP experience

Education

• BA or BS degree