Senior Manager, Medical Affairs Operations

The Senior Manager, Medical Affairs Operations is the operational engine behind execution of the Medical Affairs Function (MAF) plan. This role owns the processes, timelines, tracking, and cross-functional coordination that allow medical strategy to be executed on time, on budget, and in compliance with company SOPs. The core of the role is the interface between Medical Affairs and the budget, contracting, and procurement organization. This individual partners directly with cross-functional teams to ensure MAF activities are properly scoped, contracted, funded, tracked, and closed out. This spans MLR submissions, advisory boards, sponsorships, grants, congresses, and vendor engagements. Travel up to 25% is expected for scientific congresses, advisory boards, company-sponsored symposia, KOL engagements, and key internal meetings.

Responsibilities

Serve as the primary Medical Affairs liaison to the budget, contracting, and procurement teams to ensure timely and compliant execution of all MAF activities; Own contract workflow and logistical organization for advisory boards, including contract initiation, routing, fair market value documentation, execution, amendments, and close-out, along with liaising with vendors for venue and technology needs; Coordinate the annual and quarterly MAF planning cycle, driving timelines, templates, inputs, and reviews; Maintain the master MAF activity calendar, including sponsorship submission windows, contracting lead times, and congress sponsorship deadlines; Build and maintain a professional society sponsorship entitlement tracker maximizing sponsorship opportunities; Coordinate logistics for meetings with society and organization leaders on behalf of medical leadership, including scheduling and agendas; Own congress operational execution, including meeting room and workspace reservations, badge and registration management, and vendor coordination; Liaise with scientific communications team to manage production, shipment, tracking, and on-site delivery of medical and booth materials; Serve as the operational point of contact with congress organizers, hotels, exhibit houses, AV vendors, and logistics providers; Assist Medical Directors with MLR submissions, including compiling submission packages, routing materials, tracking review status, monitoring turnaround times, and following up

Requirements

Bachelor's degree; 5+ years of experience in Medical Affairs operations, medical or clinical program management, or a comparable operations role within pharmaceutical, biotech, or medical device; Demonstrated experience managing budgets, forecasts, purchase orders, and vendor or contract administration in partnership with Finance and Legal; Hands-on experience executing advisory boards, sponsorships, grants, or contracted service engagements from initiation through payment and close-out; Proven congress or large-meeting logistics experience, including vendor management and materials coordination; Experience supporting or coordinating medical/legal/regulatory review submissions; Excellent project management skills with a track record of managing multiple concurrent workstreams; Working knowledge of pharmaceutical compliance requirements (PhRMA Code, Sunshine Act, OIG guidance) as they apply to advisory boards, sponsorships, grants, and HCP engagements; Strong cross-functional communication and stakeholder management skills, comfortable interacting with both internal leadership and external society representatives

Nice to have

Experience in a rare disease, launch-stage, or high-growth biotech environment; Experience building or scaling Medical Affairs operational infrastructure where processes did not previously exist; Experience managing a sponsorship portfolio and tracking benefit realization; Familiarity with contract lifecycle management and MLR review platforms

Benefits

Market-leading compensation; Annual performance bonus; Company equity; 401(k) with employer match; Employee Stock Purchase Program (ESPP); Pre-tax commuter benefits (transit and parking); Referral bonus for hired candidates; Subsidized lunch and parking on in-office days; 100% employer-paid medical, dental, and vision premiums for you and your dependents; Health Savings Account (HSA) with annual employer contributions; Flexible Spending Accounts (FSA); Fertility & family-forming benefits; Expanded mental health support; Hybrid work model with flexibility; Flexible paid time off and company-paid holidays; Comprehensive paid medical and parental leave; Career pathing, continuing education and professional development programs via LinkedIn Learning, LifeLabs, & BetterUp Coaching; Peer-to-peer recognition