Job Description
PURPOSE:
The Medical Operations Coordinator provides specialized support to the Therapeutic Area Medical Affairs Teams, with a primary focus on ensuring adherence to all processes related to Medical Programs and system requirements.
This role requires a strategic thinker who can inspire others, focus on key priorities, and elevate organizational capabilities in line with Takeda's Leadership Behaviors.
KEY JOB ACCOUNTABILITIES:
Grants, Donations, and Sponsorships Administration
- Manages the end-to-end process for grants, donations, and sponsorship applications while remaining compliant with all policies
- Grant & Donation Committee Meetings Facilitation - agenda preparation, pre-meeting preparation for the committee, meeting minutes, and follow-up on action items
- Liaises with the grant and donation lead on application priorities, budgets, additional information requests, and committee meeting decisions
- Manages due diligence regarding conflicts of interest
- Maintains and files all documents according to document retention requirements stated in the SOP, and is responsible for record management
- Executes Takeda Legal pre-approved templates with recipients
- Stays current on Takeda policies and standard operating procedures to ensure proper application
- Efficiently processes all HCE, HCP and patient payments through Ariba and Invoice Track for Takeda Organized Meeting Events, Grants, Sponsorships and Donations, tracks budgetary expenditures and accruals
- Responsible for adverse event reporting
Medical Program Coordination
- Provides coordination, administration, and logistical support to Medical Programs (Continuing Medical Education programs or Other Learning Activity programs)
- Ensure proper documentation is obtained from external (mainly HCPs) and internal stakeholders to initiate the program
- Obtains appropriate approvals for the program(s)
- Where required, interacts with external vendors to ensure smooth coordination of the program(s)
- Where required, travel to on-site programs (e.g., advisory boards, consultancy meetings, medical education programs) to provide logistical support
- Ensure data entry, monitoring, and tracking of all required documentation from program initiation to payment in the required Takeda system
- Processes invoices and agreements; tracks budgetary expenditures
General Administrative Support
- Provides administrative and technical support to the Therapeutic Area Medical Affairs Team across the assigned therapeutic areas
- Ad hoc coordination across the Medical department
- Work closely with internal stakeholders including Finance, Legal, Ethics and Compliance, Medical, Market Access and Marketing.
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 and develop processes and to ensure successful project coordination
- Expert knowledge of medical communication systems and processes
- Knowledge of unique processes and requirements (e.g., interactions with HCPs, Compliance and Audit)
Occupational Knowledge and Skills
- Knowledge of the medical affairs environment in order to provide administrative and project support
- Experience with project management principles including resource planning, organization, budgeting, prioritization, and vendor management, with a successful track record of managing multiple projects and competing priorities under tight deadlines
- Thorough understanding of ethical, legal, compliance, and regulatory guidelines related to medical affairs in the pharmaceutical industry
- Excellent collaboration skills to interact with external and internal customers in a professional manner
- Strong attention to detail; highly focused
- Can-do attitude with the ability to inspire confidence and enthusiasm in others
Digital Competencies
- Experience working effectively with colleagues in virtual or remote settings, utilizing digital collaboration tools, incl. MS Teams.
- Ability to collect, analyze, and interpret data to make informed decisions and drive business outcomes.
- Proficiency in leveraging digital tools, platforms, Artificial Intelligence (AI) and other technologies (including Microsoft Office suite) to communicate with impact and perform tasks efficiently and effectively.
EDUCATION, LICENSES/CERTIFICATIONS, EXPERIENCE:
- Post-Secondary education is required, in a related discipline.
- Minimum of 3 years of related experience.
- Familiarity with the pharmaceutical industry, particularly with Medical Affairs.
- Bilingual (English/French) - an asset.
TRAVEL REQUIREMENTS:
- This is a head-office based position in Toronto, Canada.
- Willingness to travel to various meetings or client sites on occasion, including overnight trips.
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
CAN - Toronto Head Office
Worker Type
Employee
Worker Sub-Type
Regular
Time Type
Full time
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What We Do
For over 240 years, Takeda’s propensity to evolve has driven the next generation of innovation, and as a future-focused organization, we’re continuing to drive forward with endurance in our steadfast pursuit to achieve the best outcomes for our patients in a rapidly changing world. We have been preparing for this period of value creation by investing in data, digital and technology, and we’re proud of our employees and their commitment to turning groundbreaking ideas into life-changing impacts. Since our founding in Japan, integrity and putting patients first have been at the heart of our identity, and we will emerge ready for our future as one of the most trusted and science-driven digital biopharmaceutical companies. Join a team where your innovation impacts lives. Together, we’ll realize improved outcomes by improving data quality, enhancing launch execution and improving the patient journey. You’ll play a critical role in accelerating data collection and increasing accuracy across all parts of the business. Patients across the globe will benefit from access to treatments afforded by greater opportunities and efficiency in our research and development.
Why Work With Us
We connect to our history and Japanese heritage through everything we do to bring our purpose, values, vision, and imperatives to life. We are committed to bringing better health and a brighter future to patients. Being a part of Takeda means having the opportunity to be a part of something bigger than yourself.
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