Medical Affairs Coordinator

6 months ago

Melbourne, Australia Gilead Sciences Full time

For Current Gilead Employees and Contractors:
At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer - working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact. Join Gilead and help create possible, together.

**Job Description**:
Essential Job Functions- Reporting to the Associate Director of Medical Operations, this is a critical role in the directorate.- This team member is accountable for a diverse range of planned and ad hoc tasks and projects. A focus of the role is value-add project-based activity across the medical directorate.

Specific Responsibilities- Serve as first point of contact and manage routine tasks in association with outsourced med info service (PPG) and outsourced medical copy approval work (Indegene).- Manage Research Fellowship Program annual process from end to end including updating materials; communications with vendors, judges and applicants, agreements; payments and monitoring requirements.- Work with HR Operations, HR, IT and L&D to support the successful onboarding of new team members, ensures IT equipment, relevant orientation meetings and all new hire materials are arranged for the employees first day at Gilead.- Coordinate large events for the directorate eg training/team building; including budget management, location sourcing, liaising with vendors, planning, organising, speaker liaison and implementation of activities.- Provide support to Gilead Grants Committee including scheduling meetings, liaising with applicants, processing of grant payment and applicant set up as required.- Manage the HCP Sponsorships inbox including notifying team leads and liaising with applicants.- Manage financial requirements such as invoices, supplier set up, purchase order management, purchasing card management for medical directorate as agreed with the Associate Director of Medical Operations. Support other team members with troubleshooting (but not routine administration) of financial tasks as required.- Work with the medical leadership team to optimise use of Veeva in the Directorate; including G360 and Veeva Vaults, optimizing approaches to scientific engagement, actively driving simplification of promotional review, and sharing metrics for managerial review.- Work with the medical leadership team to continuously improve process and ways of, including including budget planning/management, best practice sharing forums, Medical Management and WIP meetings, onboarding, systems/process training, use of competency frameworks in development planning.- Monitor medical affairs budgets, including monthly grant accruals with Finance Department; assist management with budget development and tracking.- Maintain the directorate meetings and events calendar and share appropriately with the ANZ leadership team.- Share best practice, process improvement, and explore efficiencies in the broader affiliate.- Understand and adhere to business conduct and industry regulatory requirements in all activities.- Support the medical leadership team with management monitoring and audit readiness activities.

Knowledge, Experience, Competencies and Skills- Bachelor Degree in Business, Science, or Finance preferable. Project Management and/or Process Improvement qualifications highly regarded.-
- Must have specific, working knowledge of processes related to budget tracking, invoicing and purchase orders, contract administration, and vendor relations.Works independently; typically work is reviewed infrequently and only for soundness of judgment and overall adequacy and accuracy.- Computer Skills: Basic PC skills (Windows, Excel, Word, PowerPoint.). Experience with electronic document management systems.

Gilead Core Values- Integrity (always doing the right thing)- Teamwork (collaborating in good faith)- Excellence (working at a high level of commitment and capability)- Accountability (taking personal responsibility)- Inclusion (encouraging diversity)

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