Medical Affairs Operations Manager

1 month ago

waltham, United States Planet Pharma Full time

615519 Medical Affairs Operations Manager

1-year contract

Waltham, MA - onsite 2-3 days per week between Monday-Thursday


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 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 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


***Pay rate is commensurate with experience. Target pay rate range is $40-60/hr***

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