Medical Operations Coordinator

4 weeks ago

North York, Canada LEO Pharma Full time

**Field of work**:General & Corporate Affairs**Posting Date**:22-Mar-2023Role Description
- This position provides strategic administrative support to the Vice President, Scientific Affairs and the Scientific Affairs, Regulatory and Quality departments. The Executive Assistant position is integral to the day to day operations of the department, supporting and managing operational processes, and creating a streamlined environment where the management team can successfully execute/implement the LEO strategic plan.**Responsibilities**:

- Administrative Support to Vice President
Provide the VP with ad hoc administrative and project support as required
- Administrative support to Department
Maintain department filing, databases and team calendar, including vacation tracking

-Department Super-User for LEO software (e.g. eQuality); ensures all department related content is updated and relevant; proactively ensures completion of required processes and training proactively and as notified of outstanding matters
-Provides administrative support to Scientific Affairs Leadership Team, Grants, Donations & Sponsorship Team department, including but not limited to the following: scheduling, attending and taking minutes at department meetings, ordering office supplies,
-Prepare, process and reconcile expenses against department activity tracker; prepare cheque requisitions
-Manage Purchase Order process for department and maintain related backup files for department budget tracking in compliance with policy and SOP's. This involves: creating the purchase order, ensuring electronic approval, communicate PO number to external vendor for invoicing purposes, ensuring contracts are signed for each purchase order request, entering contract into electronic contract database
-Arrange/coordinate meetings/conferences as required with external and internal customers including travel, hotel, catering and audiovisual
-Assist with onboarding of new hire and returning employees, including office set up, providing department specific materials for new hire package to HR for inclusion in new hire package, updating department records, etc.
-Perform other miscellaneous requests and projects as required.
- Department Specific
Provide administrative and operational support to the Medical Affairs, Medical Information & Pharmacovigilance, Compliance, Regulatory and Quality Departments.
-Collaborate with the Scientific Affairs, Regulatory and Quality Teams in order to update and maintain the Scientific Affairs Sharepoint including maintaining and updated list of documents (organizing, uploading, destroying or archiving new, critical or expired documents), in order to meet Health Canada, IMC and PAAB regulations and internal SOPs.
-Working closely with finance, Medical Affairs team and VP Scientific Affairs provide OPEX administrative support to process SOWs, invoices, phasing, accruals and maintain and updated department budget to ensure good financial practices.
-Consolidate field Medical Affairs and MSL budgets; Follow up with MSLs for spend within their specific territory and consolidate spends and/or reallocate funds as necessary.
-Assist in the organization of Departmental Meetings, Scientific Affairs Town Halls, MSL meetings, Journal Clubs and Scientific Trainings
-Coordinate and lead the Scientific Affairs Leadership Team meetings and assist with scheduling, agenda preparation, minute taking, preparation of reports and follow up with team members or individuals with deliverables as required
-Collaborate and lead all SA team meetings (including registry, research, clinical team, regional, launch, training and offsite meetings) as required with internal and external stakeholders including tasks such as research, budget, logistics, catering, preparing meeting agenda materials, travel (at times), etc.
-Assist RA with yearly Health Canada meeting ie; logistics, travel, agenda, coordination and communication, printing of materials, HCP agreement (if required), etc.
-Assist RA and QA with documentation and archiving as per Health Canada requirements and LEO SOPs to maintain audit readiness and provide administrative support as necessary
-Coordinate and lead the Grants, Donations & Sponsorship Team meetings and assist with scheduling, agenda preparation, minute taking, preparation of reports and follow up with team members or individuals with deliverables as required
-Work closely with Medical Managers and MSLs as required, to manage vendor related payments, Compassionate Use Program, and activities with HCPs (including educational programs: CMEs, OLAs conference symposia; advisory boards; regional consult meetings; preceptorships; and publication related activities: guidelines, research articles, scientific supplements slide decks etc.) Also assist with meeting coordination, follow up, collect and file contracts, complete HCP vetting and vendor set up and payment processing, processing invoices and create Purchase Orders.
-Coo

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