Medical Affairs Operations Manager

1 week ago

Waltham, United States Aditi Consulting Full time

Job Title: Research Development & Sciences - Medical Affairs Operations Manager

Duration: 12+ months contract with high possibility of extension

Location: Waltham, MA 02451 (100% Onsite)


Pay Rate: $65/hr on W2


JOB DESCRIPTION:


Procurement & SAP Support: 40%

  • Raise Purchase Requisitions (PRs) for Global Medical Affairs teams and monitor workflows and status of PRs to ensure smooth transition to Purchase Orders (POs).
  • Record info on all PRs raised such as coding of each PR (GL and WBS codes), PR number, PO number, and delivery date.
  • Communicate required information with regards to approved POs to vendors, Med Ops & Medical Leads.
  • Work with Procurement to resolve any issues with PRs/POs.
  • Extract SAP report of POs and support closing of POs from previous fiscal year upon review and discussion with Medical Affairs Ops. Sr. Manager.
  • Manage Medical Affairs Operations email box for vendors’ invoices and perform “goods receipting” of invoices upon approval.
  • Process invoices in SAP (goods receipt) and record them in tracker
  • Coordinate and liaise with Accounts Payable help desk to resolve any issues with payment of invoices and communicate status or resolution to the Medical Lead/Medical Affairs Ops. Sr. Manager.
  • Ensure vendor information is up to date and when changes occur submit vendor change request to Procurement.
  • Coordinate and liaise with Procurement for creation of new vendor accounts when needed.
  • Maintain list of approved invoices and Pinv


Medical Education Grants: 40%

  • Regularly verify Medical Education Grant portal (CyberGrants) for new grant applications and send them to Seqirus contact persons.
  • Schedule Grant Review Committee (GRC) meetings, setting meeting agenda, and send pre-read material to GRC members.
  • Process Medical Education Grant requests in CyberGrants according to outcome of GRC meeting. meeting.
  • Develop Grant Agreements for approved Medical Education Grant requests and liaise with requestor organization for finalization of Agreement. Liaise with Legal for any changes made to the agreement template.
  • Obtain external and internal signatures of Grant Agreements, process payments, and manage project to close-out.
  • Secure appropriate documentation and maintain accurate documents for audit purposes.
  • Maintain and update Medical Education Grant tracker.
  • Ensure process is managed in line with legal and compliance, SOPs and industry best practices.
  • Prepare and submit required documentation for annual internal audit.


HCP Agreements and payments – 15%

  • Support Global Medical Operations Sr. Manager with:
  • Development of HCP Agreements
  • Liaise with Medical Affairs regional Directors for approval of Fair Market Value (FMV)
  • Liaise with HCPs for acceptance of Agreement and liaise with legal for any changes to Agreement.
  • Obtain HCP and internal signatures through Legal Database (Companion).
  • Ensure HCP’s resume and FMV approval along with extracted rate is uploaded under relevant Companion record.
  • Collate transfer of value report as part of disclosure process and submit it to appropriate Seqirus function.


Other ad hoc activities – 5%

  • Support during absence or holiday cover for Medical Affairs Operations.
  • Support with simple drafting, filing/uploading documents to Companion and arranging DocuSign workflows.
  • Other ad hoc requests as needed.
  • Expense report and other ad hoc admin task.


Minimum Required Qualifications:

  • Bachelor's Degree degree in a relevant field such as Life Sciences, Business Administration, or a related discipline
  • Minimum of 5 years’ experience in pharmaceutical company (preferably in Medical Affairs)
  • Must have purchase order and invoicing experience
  • Must be proficient in SAP
  • Familiarity with Independent Medical Education Grant management process
  • Experience in development of agreements including HCP Agreements
  • Knowledge of pharmaceutical industry Codes and Regulations
  • Needs to be comfortable working with numbers
  • Must have high attention to detail and accuracy
  • Must be proficient with Microsoft Office suite (i.e., Word, PowerPoint, Excel, Outlook, SharePoint, etc,)


Preferred / Nice to Have Qualifications: Familiarity with CyberGrants platform preferred

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