Medical Affairs Operations Coordinator

Company Description

About AbbVie

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.co.uk. Follow @abbvie on LinkedIn, Facebook, Instagram, X and YouTube.

Job Description

The Medical Affairs Operations Coordinator (MAOC) plays a key role in enabling the Head of Medical Affairs (HOMA), the management team, and office- and field-based medical teams to operate effectively and efficiently. The role provides high-quality operational, administrative, financial, and project support to ensure the smooth delivery of medical activities, with a strong focus on compliance, execution excellence, and continuous improvement.

Through effective coordination and support, this role contributes to delivering business objectives and making a meaningful difference for patients.

The Medical Affairs function is fully aligned to affiliate strategy and execution while maintaining functional independence.

The MAOC is responsible for supporting a dedicated Medical Therapy Area team, with approximately 70% of the role focused on operational and administrative support and 30% focused on the coordination and tracking of key medical projects and initiatives.

The role requires strong collaboration across a matrix environment, working effectively with multiple stakeholders to deliver timely, accurate, and compliant support. Some external engagement engagement with external stakeholders will be required to support vendor set up and payments.

Key Responsibilities

Operational and Administrative Support (70%)

• Manage internal contract and finance processes, including purchase order creation, budget tracking from quotation through to completion, Professional services Agreement creation for external Health Care Professionals (HCPs)s, Fair Market Value(FMV )requests, and new vendor requests
• Coordinate office set-up for new starters and support onboarding and offboarding processes for employees
• Provide day-to-day project coordination and administrative support in partnership with medical head office and field teams
• Manage diary for the Head of Medical Affairs, coordinate internal meetings, prepare agendas, capture minutes, actions and decisions, and follow up to ensure timely completion
• Maintain project documentation, governance records, and supporting materials in line with compliance and quality standards
• Reconciliation of expenses for both meetings credit card and HoMA support
• Booking travel and accommodation for HoMA
• End-to-end project management of internal and external meetings including venue management
• Managing shared Microsoft 360 email boxes to ensure business continuity and compliance such as Fair market value tiering process and Medical Scientific Liaison facilitated medical information requests
• Project manage the lifecycle of Veeva materials and withdrawals to ensure high compliance standards met
• Creation and business owner of both MAP and Veeva jobs for effective and compliant approval process for business activity
• Support internal approvals, compliance checks, and adherence to relevant policies, procedures, and industry codes
• Identify opportunities to improve processes, increase efficiency, and strengthen ways of working
• Maintain departmental files and resources in accordance with company and regulatory requirements
• Use AI-enabled tools appropriately to support efficiency, improve document and action tracking, strengthen reporting, and enhance workflow management, while ensuring confidentiality, judgement, and compliance are maintained
• Undertake such other administrative activities that may reasonably be required to to ensure the effective operation of the Medical Affairs team.

Medical Project Tracking and Enablement (30%)

• Act as project manager, to coordinate and monitor delivery of medical activities to ensure timelines and objectives are met for assigned projects
• Track progress, risks, and dependencies across multiple medical projects, escalating issues where appropriate
• Support the team by leveraging new digital technology - and AI-enabled productivity tools to improve visibility, prioritisation, and execution of key activities.
• Lead training of the team where needed on new tools and processes as directed by the Head of Medical Affairs
• Support wider medical team projects as requested

Qualifications

• Degree in Business, Life Sciences, or a related field
• Understanding of the pharmaceutical industry, compliance requirements, and relevant codes of practice
• Experience in project coordination, ideally within pharma, healthcare, or a complex, fast-paced environment
• Proficiency in project management tools and document management systems
• Demonstrated strong planning, organisation, and communication skills
• Self-motivating with a natural ability to work under pressure in rapidly changing environment within tight deadlines
• Strong interpersonal skills. Adept at communicating effectively at all levels of the organization, including senior executive level contacts
• Demonstrated commitment to compliance and quality
• Ability to influence and coordinate cross-functional teams without direct authority
• Sound judgment, accountability, and the ability to drive actions through to completion
• Openness to adopting AI-enabled ways of working that support productivity, quality, and business outcomes

Additional Information

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community.  Equal Opportunity Employer/Veterans/Disabled. 

US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html