Job Summary

Position works independently to perform medical affairs project management functions including, but not limited to Sponsorship submissions for Program and Grants Committee (PGC) review; PGC submissions for advisory boards, consulting agreements, and other Key External Expert (KEE) engagements; cross-franchise budget reconciliations and quarterly LE management; and serve as liaison for annual USMA planning processes across cross-functional stakeholders. The incumbent is expected to understand and apply knowledge of the complexity of a pharma organization in order to perform the PM work and support tasks mentioned above. This position has latitude to make decisions without supervisor approval and solves problems while carrying out assigned tasks. Additionally, this position is responsible for upholding a strong commitment to confidentiality and routinely handles sensitive documents that may impact multiple organizational units or project teams. In addition, the position is responsible for support and coordination of US Medical Affairs Oncology leadership activities and programs. This position will assist with prioritizing and distributing work and manage administrative activities.

Responsibilities

Coordinate/Administrative
Independently manages calendars, including complex meeting and travel coordination as well as schedules and confirms internal and external appointments for Directors and above. Collaborates on development and logistics for all USMA Oncology department meetings, team building events and employee engagement efforts. Creates meeting agendas and meeting minutes as required as well as representing USMA Oncology at various internal and external events.
Independently prepares and maintains important files relating to oncology data and identifies and implements projects or process improvements with general supervision, for example, processes expense reimbursements and ensures timely completion of expense reports, and monitors processing of contracts, requisitions, and supplies. Creates/develops and proofs relevant information relating to USMA as well as Editing, drafting, and producing internal and external communications. May be required to ensure meeting room technology capabilities, attend meetings, record minutes and follow up.
Perform initial submission of documents to Program and Grants Committee portals Project Management
Work with Oncology and MR&S teams as well as cross functional partners as necessary to create/develop, maintain and manage the project schedules for Medical Affairs submissions for Advisory Boards, Program and Grants Committees and other projects as necessary. Researches and compiles information independently for presentations, advisory boards, and meeting materials. Anticipates key business cycles regarding USMA Planning especially across cross-functional stakeholders. Coordinate with key internal stakeholders including Legal Affairs, and Meeting & Events,, Archive documents appropriately for record keeping. Review and monitor the work orders / contracts prepared by the requesters and/or vendors. Resolve any issues found or escalate any critical issues to the manager Supports Budget Management process:

• Supports director(s) in tracking and monitoring budgets for internal and external expenses
• Work with internal and cross-functional stakeholders to understand and plan all tactical plans and associated cost estimates for the next fiscal year, including all coordination for finalization of the budget
• On a daily and monthly basis, monitor the actual spends for both internal and external expenses for USMA Oncology
• On a quarterly basis, collaborate with internal, cross-functional, and external stakeholders checking the status of tactical plans, analyze the trends of actual spends, and prepare latest estimates for external expenses and cost center ensuring latest estimates are accurate and explain deviations
• Provides analytics, insights and guidance to make budget recommendations to leadership / budget owners as well as challenges appropriately as needed

Qualifications