Medical Affairs Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support day-to-day coordination of Medical Affairs programs and initiatives
• Track timelines, deliverables, and milestones across multiple projects
• Ensure alignment across internal stakeholders (Medical, Clinical, Commercial, Regulatory)
• Maintain dashboards and reporting tools (e.g., Smartsheet, Excel trackers)
• Support vendor coordination and documentation (e.g., confidentiality agreements, reprints, contracts)
• Ensure documentation is organized and audit-ready
• Serve as a point of contact for operational aspects of IIT execution (e.g., material supply, documentation, timelines)
• Cover logistics related to IIT study start-up, including kit ordering, shipment coordination, and site readiness
• Coordinate and ensure the timely execution of all pre-meeting, meeting, post-meeting, and archiving activities related to advisory boards and scientific meetings in collaboration with in-house medical affairs and strategy
• Routing invoices, honoraria, and reimbursements for KOLs (Ad Board participants)
• Manage new vendor setup, contracts, and invoice payments within Medical/Translational
• Coordinate and execute congress planning and execution
• Aid in KOL engagement planning and tracking
• Support, maintain, and co-manage the Data Generation Plan and Tracker in collaboration with Medical Research & Strategy
• Support, maintain, and co-manage the Data Dissemination Tracker and timelines in collaboration with the Lead for Medical Strategy and Data Dissemination/Education
• Support, maintain, and co-manage the Education and Information Tracker in collaboration with the Lead for Medical Strategy and Data Dissemination/Education
• Support, maintain, and co-manage the Engagement/Insight Gathering Field Tracker in collaboration with the field and in-house medical affairs team (directors and MSLs)
• Aid in capturing and organizing field insights

QUALIFICATIONS

• Undergraduate degree (BA/BS) in physical sciences, life sciences, or engineering is preferred
• 2–5 years of experience in pharma/biotech, clinical research, or Medical Affairs support
• Strong organizational and project management skills
• Project management experience is preferred especially in Small Pharma or Biotech
• Experience managing multiple cross-functional projects toward successful completion in virtual/hybrid environments is required
• Excellent communication and cross-functional collaboration skills
• Experience with tools such as Excel, PowerPoint, and project management platforms (e.g., Smartsheet)