Remote Medical Affairs Operations Specialist

SummaryThe 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 FunctionsHCP/KOL Engagement & Contracting OperationsLead 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 requirementsVendor (Non-HCP) Contracts & Purchase Order ManagementManage 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 SupportMaintain 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 SkillsHigh 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 environmentEffective 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 SkillsExperience 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 interactionsTravelTravel not required.