Overview
Remote Medical Affairs Operations Specialist Jobs in Illinois, United States at Planet Pharma
Title: Remote Medical Affairs Operations Specialist
Company: Planet Pharma
Location: Illinois, United States
Summary
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.
Essential Functions
HCP/KOL Engagement & Contracting Operations
- 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
Vendor (Non-HCP) Contracts & Purchase Order Management
- 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
Operational & Administrative Support
- 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
Required Education, Experience, And Skills
- 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 Education, Experience, And Skills
- 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.
