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
