Medical Communications Coordinator

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Job Description
PURPOSE:
The Medical Communications Specialist provides specialized support to the Therapeutic Area Medical Affairs Teams with a primary focus on ensuring adherence to all processes as it relates to Medical Programs and system requirements.
KEY JOB ACCOUNTABILITIES:

• Manages the end-to-end process for grants, donations and sponsorship applications while remaining compliant with all policies
  • Grant & Donation Committee Meetings Facilitation - Agenda, Pre-Meeting Preparation for Committee, Meeting Minutes, Follow Up on Action Items
  • Liaise with grant and donation lead on priority of applications, budgets, additional information requests, and committee meetings decisions.
  • Manages Due Diligence with regards to conflict of interest
  • Maintains and files all documents according to Document Retention requirements stated in the SOP; Record management.
  • Executes Takeda Legal pre-approved templates with recipients
  • Stays current on Takeda policies and standard operating procedures to ensure the proper application is followed
  • Efficiently processes all HCE, HCP and patient payments through Ariba and Invoicetrack for Takeda Organized Meeting Events, Grants, Sponsorships and Donations, tracks budgetary expenditures and accruals
  • Responsible for adverse event reporting
• Cross-functional Collaboration
  • Work closely with internal stakeholders including Finance, Legal, Ethics and Compliance, Medical, Market Access and Marketing.
• Provide technical support for the creation of effective Medical tactics. Responsibilities include but not limited to:
• Working with the Medical Communication Managers to support the creation of scientifically rigorous and high-quality projects/programs
• Working with the Medical Manager, Senior MCS and Medical Director to support the creation of tools for the Medical Teams.
• Provide support in the creation and management of the regional medical education plan including the budgeting and coordinating of regional and national speaker tours, advisory boards, symposia, conferences and other educational interventions
• Managing vendors and consultants
• Ensure successful Implementation of medical programs by providing support to the following key areas of activities:
• Medical Education: Provide the support to the Medical Team in the development of the scientific content of accredited and non-accredited professional education programs. In addition, provide the technical support for the implementation of all medical education programs.
• Advisory Boards and Speaker Programs: support the coordination and execution of scientific advisory boards and speaker programs
• Congress Planning: support the planning and coordination of activities at key scientific conferences
• Provide coordination, administration and logistical support to Medical Programs (Continuing Medical Education programs or Other Learning Activity programs):
• Ensures proper documentations are obtained with external (mainly HCPs) and internal stakeholders on the above-mentioned programs to initiate the program
• Obtain the appropriate approvals of the program(s)
• Where required, interact with external vendor to ensure smooth coordinator of the program(s)
• Where required, travel to on-site program (advisory boards/consultancy meetings, medical education programs, etc.) to provide logistical support.
• Ensure data entry, monitoring and tracking of all required documentation from the initiation of a program up to the payment, in the required Takeda system.
• Processes invoices, agreements and tracks budgetary expenditures.
• Provides administrative & technical support to the Therapeutic Area Medical Affairs Team (Medical Directors, Medical Managers, Medical Communication Managers and Medical Science Liaison) across the assigned therapeutic areas.

• Ad hoc coordination across the Medical department
  • From time to time, based on business needs and evolution of workload, ensure proper administrative and coordination support to the medical department.

COMPETENCIES:
Business Knowledge

• Takeda policies and standard operating procedures to ensure the proper application is followed according to the position's duties
• IMC code of conduct and Health Canada code
• Local and international regulations on reporting adverse drug reactions to ensure that Takeda Canada remains in compliance with government regulations
• Knowledge of Takeda's products to plan/develop processes and to ensure successful project coordination
• Expert knowledge of medical communication systems and process
• Knowledge of unique processes and requirements (interactions with HCPs, Compliance and Audit, etc)

Occupational Knowledge and Skills

• Successful track record of managing multiple projects and competing priorities
• Sound working knowledge of ethical, legal and regulatory guidelines and requirements applicable to medical affairs activities
• Experience with the management of consultants and/or vendors
• Knowledge of medical affairs environment in order to provide administrative and project support
• Computer application skills in order to format documents, enter and analyze data, coordinate information flow and organize meetings: Microsoft Office tools, electronic communications (Outlook), Publishing software, Microsoft Project, SAP
• Excellent collaboration skills to interact with external and internal customers in a professional manner
• Ability to work independently, under tight deadlines and prioritize multiple tasks/projects
• Strong attention to detail, highly focused
• Can do attitude with the ability to inspire confidence and enthusiasm in others

EDUCATION, LICENSES/CERTIFICATIONS, EXPERIENCE:

• 5 years pharmaceutical experience
• Advanced computer skills to adapt to changing environment
• Second language (French) an asset
• Post-Secondary education - University education an asset
• Familiarity with pharmaceutical industry, particularly with Medical Affairs

TRAVEL REQUIREMENTS:

• Ability to travel

Takeda Canada encourages applications from all qualified candidates. In accordance with our accommodation policies and applicable provincial accessibility legislation, please advise us if you need accommodation in order to participate in the recruitment process. Any information you provide relating to accommodation will be addressed confidentially.
Locations
Toronto, Canada
Worker Type
Employee
Worker Sub-Type
Fixed Term (Fixed Term)
Time Type
Full time