Medical Operations Coordinator

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.