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Marketing and Strategic Ops Coordinator
3 months ago
Overall Objective:
The Dermatology Business Unit Coordinator provides strategic administrative and project coordination support to the VP and the Dermatology Department. This position is integral to the day to day operations of the Dermatology Department; supporting and managing operational process and creating a streamlined environment where the management team can successfully align with the LEO Pharma Strategic plan.
Role & Responsibilities:
Administrative Support to Vice President
- Provide the VP with ad hoc administrative and project support as required (including but not limited to booking flights, expenses, registration for conferences, PowerPoint, graphs/chart, supporting team meetings such as agenda and actions)
Administrative Support to Department
- Working closely with finance and Dermatology team responsible for OPEX administrative support to process SOWs, invoices, phasing, accruals to ensure good financial practices.
- Working with the Bio-Dermatology Patient Support Manager to manage patient service vendor related activities, payments, or Compassionate Use Program (CUP) within SOP requirements for LEO Pharma Canada.
- Product management: ensure warehouse sample and marketing material inventory is current, has adequate stock, arrange for distribution of materials as required, collect inventory from employees.
- Collaborate closely with the Dermatology team for all logistics and planning for the launch related and other department/company meetings as necessary. Including updating various trackers for data as appropriate.
- Working with Dermatology Specialty Representatives, responsible for the timely and accurate processing of Health Care Organization (HCO) payments.
- Responsible for the real time and accurate updates to the Dermatology Sales Representative Roster. Ensure all appropriate systems/people are updated with new information, including but not limited to warehouse, courier systems, mailroom mailboxes, labels for mailing, etc.
- Responsible for the consolidation of Regional Representative budgets; Follow up with Dermatology Specialty Representatives for spend within their specific territory and consolidate for reporting.
- Support the onboarding of new and returning Employees; create updated new hire kits and distribute to all new dermatology field employees and preparing relevant department/ all Company related announcements for Dermatology team. For HO based employees, assist with office set up, department orientation.
- Provides administrative support to the Dermatology Marketing team as required, including but not limited to catering, meeting coordination, follow up, collect and file consultancy or advisory board contracts, complete vetting and vendor set up for PSMs and payment processing, processing invoices and create Purchase Orders.
- Assist with logistics (book dinners, hotel rooms etc.) for customer meetings and conferences for the Team
- Work with other Administrative staff to arrange/coordinate meetings/conferences (Annual National Summit, Dermatology Regional Meetings, Launch Meetings, etc.) as required with external and internal customers/partners; including site procurement, agenda preparation, travel, hotel, catering, audiovisual, team building, and complex dissemination of final invoices (i.e., hotel total cost allocation by departments based on attendees
- Maintain/update Outlook mail groups for all the Dermatology teams using MS Forefront Identity Manager.
- Maintain department filing and databases, including vacation tracking.
- Aid the dermatology sales force with virtual OLA logistical support (evaluations via survey monkey, platform support and workflow)
- PromoMats "Coordinator" that will aid in the process and communication with agencies of marketing files for the Dermatology Team
- Support back up of other coordinators from time to time as necessary
- Participate in various Company initiatives or team meetings on request (Culture Code, Social Committee, Joint Health and Safety Committee etc.)
Project Management
- Assists in maintaining all project related materials (i.e. action plans, tracking tools)
- Tracks progress and provides updates to management on operational issues, process changes and activity status.
- Sample Manager for LEO Pharma Dermatology Business Unit. Responsible for ensuring that the entire sample management process is followed by engaging with QA, Procurement, 3PL, Customer Insights, Process Owner, RBMs and Sales Reps in the various identified steps in the process map in a clear and efficient manner.
- Assist and Participate (where appropriate) the Dermatology Business Unit with Sales Meeting Content & Agenda Planning, execution, and post meeting follow-up.
Pharmacovigilance & Compliance with Adverse Events
- Recognize that PV cases may come to your knowledge in this role and fulfil the responsibility to forward any adverse event and patient safety cases to the local Pharmacovigilance department in accordance with company policies
General
- Ensure compliance with appropriate SOP's, policies and guidelines.
- Complete mandatory training in assigned timelines upon hire as well as when new policies, SOP's, guidances are issued.
- Participate in personal development and training sessions as required for the position.
- Work in a safe manner that does not endanger yourself or co-workers. Report any health or safety concerns (internal and external) in compliance with LEO policy and standard procedures.
- Strive to consistently uphold LEO Pharma's core values.
- Execute other duties as may be required by Executive team members and other members of LEO Pharma's Management team as training and experience allow.
Requirements:
- 1 to 3 years of experience in an administrative support position
- Bilingual (English and French) is an asset
- College Diploma in Business Administration or equivalent program and/or experience an asset
- High standards of ethics and confidentiality to handle sensitive information
- Intermediate level computer skills; comfortable working in a windows environment using the Microsoft Office products, specifically the Excel and Word programs
- Highly organized with strong attention to detail
- Energetic and approachable
- Ability to exercise good judgement, show initiative and be proactive
- Exceptional written and verbal communication skills
- Works well with people at all levels in the company and in all areas
Behavioural Competencies
- Customer Focus
- Communicates Effectively
- Collaborates
- Instills Trust
- Action Oriented
- Nimble Learning
- Courage
- Resilient
- Adaptable
- Flexible
