Endologix, Inc

  • Medical Affairs Coordinator

    Job ID
    2018-1950
    Location
    US-CA-Irvine
    Category
    Administrative/Clerical
  • Overview

    A core member of the Global Medical Affairs (GMA) team, the Medical Affairs Coordinator provides a wide range of administrative support and event planning for the Medical Affairs team. Under the supervision of the Manager of Medical Education, the coordinator will focus a large majority of his/her time on global medical education and training programs aimed at physicians, field-based representatives, and other stakeholders, all while maintaining a high level of clinical integrity with a “patient first” paradigm.

    Responsibilities

    • Medical Education Support

      • Coordinate new sales hire product training journey; Assign on-line pre-work, schedule on-line classroom workshops, coordinate new hire and advanced training workshops, and all field-based product training activities
      • Support the development and organization of training content
        • Become administrative lead for the creation of courses, assignments and tracking metrics on the on-line learning management system
        • Support the creation, formatting, and revision of training materials by collecting images, supporting materials, etc.
        • Ensure all content is reviewed and approved through MCO process as per company standard work instructions prior to release
      • Provide support for on-going training initiatives and events
        • Support product training workshops for physician faculty and proctors, including logistics, travel and lodging, registration, day-to-day set up, collection of speaker presentations, and follow-up surveys
      • Attend and support Irvine based training events
      • Organize training presentations
      • Provide speaker guidelines; Maintain training records; Responsible for the documentation of all training records for field-based clinical specialists, aortic sales representatives, and distributors with the objective of independent case support and case planning; Responsible for maintaining physician and employee product training and certification records; Provide metrics for quality assurance
      • Provide logistical support for ongoing Simulator events, including approving usage, updating calendars, arranging, tracking and troubleshooting shipments; assure a certified user will be present to facilitate the simulation; manage maintenance of simulators with in-house technical support
      • Develop, administer, and collect feedback; develop reports on program metrics
      • Perform administrative activities necessary to support Medical Affairs projects

      Medical Affairs Administrative Support

      • Manage team calendars; Coordinate department meetings, conference calls, planning sessions, and other meetings as requested; manage catering needs and AV/Audio for internal and external meetings and events
      • Monitoring the Medical Affairs inbox and respond or route to appropriate staff
      • Prepare power point slides and other collateral or documents as requested by content owners
      • Responsible for routing GMA promotional content through internal review and approval process prior to use
      • Complete HCP business justification forms for consulting agreements, statements of service and reimbursement expense submission
      • Prepare expense reports and ensure submission in a timely manner
      • Receive and process invoices; track expenses against budget
      • Follow and enforce all corporate policies; Assure strict adherence to all regulatory, field assurance, and compliance; procedures and policies related to areas of responsibility
      • 10% - 20% percent travel; including attendance at endovascular procedures, field-based training programs, endovascular symposia, and other business and industry-related events. Flexibility in hours is required
      • Perform other duties as assigned by supervisor

    Qualifications

    • Advanced skills with MS Office Suite programs (MS Word, Excel, PowerPoint and Outlook) Working knowledge of databases and maintaining on-line shared systems
    • Experience with conference call and online meeting programs (WebEx/Zoom) and technical know-how to problem solve on short notice
    • Experience with SalesForce preferred

    Education:

    • Bachelor's degree in Business, Biological Sciences, Marketing or related field

    Experience:

    • 5 + years administrative/coordinator experience
    • Familiarity with the medical device training and instructional design education is a plus

    Mandatory Skills:

    • Extensive knowledge of administrative support procedures and office equipment
    • Excellent attendance and punctuality
    • Ability to follow directions and be self-motivated
    • Must be comfortable communicating with physicians and field sales representatives
    • Excellent multi-tasking and problem solving skills
    • Highly organized and detail oriented
    • Positive "helping" disposition; proactive in anticipating needs, planning ahead and determining next steps
    • High level of integrity and ability to maintain confidentiality
    • Ability to work independently with minimal supervision

     

    Core Competencies:

    • Accountability: Expect consistently high performance from myself and others. Focuses on results, takes initiative without direction, takes ownership for all work within scope, builds relationships and works across departments, functions, or areas of responsibility; Dependability consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
    • Customer Focus: Understand customers’ current and future expectations; Respond promptly to customer needs.
    • Commitment: Strive to attain quality results on time; Convey a sense of urgency and drive issues to closure; Earn a reputation for reliability and dependability.
    • Interpersonal Effectiveness: Actively seeks to understand perspectives and interpersonal needs and expectations of others at all levels, builds self-awareness, flexes personal style appropriately, and works through conflicts constructively and appropriately
    • Communication: Effectively uses all mediums of communication as appropriate, presents well to groups, actively listens, seeks clarification, writes clearly and informatively, creates documents that are complete and accurate, and continuously identifies opportunities to build communication skills
    • Collaboration & Teamwork: Actively works together with formal and informal team members to build relationships and achieve team goals;
    • Prioritization: Effectively prioritizes work to ensure timely completion of work within scope
    • Global & Systems Thinking: Continuously seeks to learn about and embrace global nuances, works across functions and geographies, seeks to align with diverse groups, and seeks to understand interdependencies and impacts of actions across functions and the company
    • Technical Expertise: Continuously builds functional and technical expertise, and pro-actively applies that technical expertise in progressively broader scope

     

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