Remote Medical Affairs Operations Specialist

About the role

The Medical Affairs Operations Specialist (Contractor) executes and manages operational processes for HCP/KOL engagements and vendor management activities within US Medical Affairs. This role owns and executes compliant, end-to-end operational processes for contracting, payments, and documentation in alignment with company policies and procedures. The individual works cross-functionally with internal stakeholders, compliance, and external partners to support end-to-end execution of engagements and vendor activities.

Responsibilities

• Lead coordination of end-to-end HCP/KOL engagement processes, including intake, tracking, and documentation.
• Execute HCP onboarding by collecting and submitting required documentation (e.g., W9, financial information) in Nexus for vendor creation.
• Manage contracting processes in Ariba, ensuring alignment with Fair Market Value (FMV) through MedCompli.
• Manage and process honoraria payments, ensuring accuracy and timeliness.
• Maintain complete and compliant documentation for all HCP engagements, including transparency and fair balance requirements.
• Support preparation and submission of required compliance reporting (e.g., quarterly reporting).
• Ensure all activities are executed in compliance with internal policies, SOPs, and regulatory requirements.
• Manage vendor onboarding, including collection and submission of W9 and financial information in Nexus.
• Coordinate vendor contracts and Statements of Work (SOWs) in partnership with Procurement.
• Execute contracting processes in Ariba, ensuring compliance with internal policies.
• Create and manage purchase orders (POs) in Ariba and SAP.
• Manage vendor payments and ensure proper reconciliation and documentation.
• Serve as a liaison between internal teams and vendors to ensure smooth execution of services.
• Maintain tracking tools and systems for engagements, contracts, and payments.
• Ensure accuracy, completeness, and audit readiness of all documentation.
• Support process improvements to enhance efficiency and compliance.
• Collaborate effectively across Medical Affairs, Compliance, Finance, and Procurement.

Requirements

• High School Diploma/GED required; Bachelor’s degree preferred.
• 3+ years of administrative, operations, or coordination experience (pharma/healthcare preferred).
• Experience with contracting, purchase orders, or vendor management processes.
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Demonstrated ability to manage multiple tasks and prioritize in a fast-paced environment.
• Strong attention to detail with a focus on accuracy and compliance.
• Ability to manage high-volume, detail-oriented transactional work in a deadline-driven environment.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively across teams.
• High level of professionalism and ability to handle confidential information.

Preferred Qualifications

• Experience in pharmaceutical or biotech industry.
• Expertise with systems such as Ariba, SAP, Nexus, and/or MedCompli.
• Experience supporting HCP/KOL engagements or medical affairs activities.
• Knowledge of compliance requirements related to HCP interactions.

Travel

Travel not required.