Medical Writing Coordinator

We are seeking an experienced Project Coordination and Management Specialist to join our team. In this role, you will be responsible for leading the coordination and management of various activities, working closely with senior directors, business partners, therapy area leads, eBuy managers, external vendors, and finance colleagues.

• You will work with TA Leads to conduct monthly/bi-monthly/quarterly budget reviews, ensuring full oversight and identifying US budget needs. You will also coordinate with cross-functional teams to operationalize strategic plans, brand plans, and prioritization.
• You will work with business partners to perform monthly reviews of budget plans and actuals, complete North America intake forms, and update budget trackers with SOW details. You will also provide updates on pending contracts, identify any challenges, and follow up on invoicing issues.
• You will coordinate with ITA teams for organizing external meetings and activities, such as GRFs, FMVs, tiering, honoraria tables, and cost sheets.
• You will coordinate with finance colleagues to communicate discrepancies between finance trackers and BPs budget trackers, cost centre mistakes, and amendments as needed.
• You will work with vendors on contract support, onboard vendors, ensure final approved SOWs are processed via NA Intake forms, and follow up on contract and POs.
• You will be responsible for project management support to scientific writers and HEVA teams, ensuring the end-to-end effective project delivery of designated publications/medical education and HEVA deliverables across all phases.
• You will initiate submissions (as required), amend submissions based on comments (as required). You will support writers with the development of scopes of work, build plans, and schedules for agreement with internal stakeholders.
• You will arrange key internal and external stakeholder meetings. You will track the delivery of activities (including managing issues and risks) and support follow-up.
• You will support project specialists in tracking GD requests and ensuring they are executed on time.
• You will support project specialists in maintaining and tracking editorial and QC requests for publications and other deliverables. You will also ensure stipulated timelines are met.
• You will support project specialists in required submission, compliance, and approval activities, and ensure compliance with publication processes and use of publication management tools.
• You will support project specialists in the management of assigned publications or medical education in line with agreed budgets. You will support and manage as required external spend tracking (e.g., approvals, purchase orders, and goods received).
• You will support project specialists/HEVA teams in fetching articles from Rightfind or relevant scientific databases.
• You will support project specialists/HEVA teams members in sourcing full texts of paid articles from other sources and managing their procurement processes as per standard guidelines.
• You will support project specialists/HEVA teams in downloading and categorization of booklets and information, respectively, from various congress websites as per eligibility criteria.
• You will support adherence to associated compliance-related activities and approvals (with internal stakeholders taking accountability for compliance).
• You will update as required with approval/compliance tools (e.g., PromoMats, NAYA).
• You will support project specialists in managing end-to-end processes through Datavision, Matrix, RightFind, Ebuy, PrismAccess, etc.
• You will support project specialists in collaborating effectively with stakeholders: Scientific Communication Global and/or Local Teams/HEVA Teams; and Medical Content Enhancement Teams.
• People:

1. Work closely with project specialists to maintain effective relationships with end stakeholders (medical scientific community) within allocated GBUs and products - with an end objective to develop education and communication content as per requirements.
2. Actively support and develop MedHub operations associates.
3. Work closely with project specialists to ensure new technologies are leveraged.
4. Work closely with project specialists to support vendor engagements, advisory boards, scientific events, activities, external expert contracts.
5. Support in initiating contracting processes and related documents within defined timelines.
6. Collaborate with global stakeholders for project planning and setting up timelines and maintaining budgets.

1. Ensure publication/medical education materials (slide decks, abstracts, posters, manuscripts, newsletters, pub alerts, etc.) are delivered, stored as per agreed timelines and quality.
2. Develop tools, technology, and processes to constantly improve quality and productivity.
3. Support MedHub HEVA teams in timely review and audit of all DataVision entries.
4. Support MedHub HEVA teams in all operations-related projects.
5. Perform quality checks for HEVA documents.
6. Maintain HEVA Smartsheet/project trackers as needed and ensure all entries are up to date for all projects.
7. Support global HEVA teams in maintaining trackers and facilitating retrieval of required information for business reviews as needed.

1. Work closely with project specialists to support delivery of projects in terms of resourcing, coordination, quality, timeliness, efficiency, and high technical standards for deliveries made by the medical writing group, including scientific documents and clinical/medical reports.
2. Contribute to overall quality enhancement by ensuring high scientific standards for output produced by the medical writing group.
3. Secure adherence to compliance procedures and internal/operational risk controls in accordance with any and all applicable regulatory standards.

1. Work closely with scientific communication/medical content enhancement/HEVA teams to ensure end-to-end effective project delivery of designated publications/medical education deliverables.