Marketing Operations Specialist

This position is with Recordati Rare Diseases, Inc. (RRD), North America, an affiliate of Recordati.

Recordati Rare Diseases, Inc. (RRD) develops high-impact therapies for rare diseases, focusing on providing treatments to underserved communities in the U.S. Our mission is to mitigate the impact of rare diseases through increased awareness, better diagnoses, and improved treatment access in endocrinology, metabolic, hematology and oncology franchises. RRD is dedicated to fostering a dynamic work environment that promotes professional growth and a significant impact on patients' lives.

Reporting Structure

Reports To:    Senior Marketing Operations Manager
Direct Reports:    None
Areas Managed:    Coordination of Promotional Review Committee (PRC); regional meetings, and onboarding sales training

Overview

For select brands, Facilitate PRC (Medical, Legal, Regulatory) content review meetings, create agendas, update status reports, communicate and facilitate progress to gain approval. Oversee print materials: maintenance, ordering, warehousing, reporting, delivery. Manage externally facing regional meetings: registration, attendance, payments, coordination, expense reconciliation, and communication. Schedule and coordinate on-boarding training orientation and virtual instructor learning program. Partner with HR for onboarding as appropriate. Plan and manage logistics for virtual and on-site training, including scheduling subject matter experts. Enable the beginning of the new hire learning journey

Essential Duties and Responsibilities

Promotional Review Committee Coordination
•    Lead the utility and coordination for all commercial Veeva PromoMats PRC projects. 

•    Have direct coordination with the Veeva PromoMats vendor contact, managing necessary system updates, continuous efficiencies in process improvements, and platform training for PRC members and external vendors utilizing the system.
•    Maintain PRC documentation including SOPs, policies, and operating guides.
•    Ensure the successful and timely review, approval, documentation, and deployment of in scope materials (promotional, medical, corporate communications, and investor relations)
•    Facilitate PRC (Medical, Legal, Regulatory) content review meetings, create agendas, update status reports, communicate and facilitate progress to gain approval.
•    For relevant brands, document PRC meeting minutes. Ensure follow up actions
•    Establish monthly, quarterly, and yearly PRC reporting dashboards that define performance and compliance metrics and leverage them to identify opportunities for improvement.
•    In partnership with Regulatory, manage the job flow process from initial internal review of projects through OPDP submission, print production, and final distribution to field force.
•    Interact with all stakeholders including cross functional partners (Medical, Legal, Regulatory) and senior management to tackle ad hoc PRC issues that arise.
Inventory Warehouse Fulfillment
•    Manage vendors to accomplish daily operations and ensure cost efficiency.
•    Manage the deployment of print & digital assets (promotional materials) for the US Field Force
•    Manage print production of US promotional materials by outside agencies, printing companies, and other suppliers to ensure the highest quality of work at a competitive cost.
•    Manage and administer activities of third-party inventory warehouse/fulfillment service.
•    Ensure the ordering, warehousing, stocking and delivery of materials and reprints.
•    Relationship management with fulfillment warehouse ensuring proper inventory to meet business needs.
•    Proactively review digital and inventory and withdraw those materials that are expired or no longer being utilized.
•    Independently resolve print production issues with printing companies & agencies, including pricing and scheduling negotiation
•    Use expertise and discretion to instruct printing companies in finalizing production details of materials (job specs, quantities, timelines, distribution)
•    Manage 3rd party inventory warehouse fulfillment services (field force online ordering system, rework inventory with new components/new labeling, prepare/revise kits, schedule auto shipments to field force).

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Sales Meeting Planning
•    In coordination with the US Meeting Planning Manager, support externally facing regional meetings: registration, attendance, payments, coordination, expense reconciliation, and communication
•    Assistance with planning and execution for on and offsite National Meetings
•    Consolidate insights and feedback from colleagues on execution and impact of Recordati internal meetings

Training
•    Schedule and coordinate on-boarding training orientation and virtual instructor learning program. Partner with internal stakeholders for onboarding as appropriate
•    Plan and manage logistics for virtual and on-site training, including scheduling subject matter experts. Enable the beginning of the new hire learning journey
•    Ensure field associates are credentialed for medical facility access and respond to field requests

General Responsibilities
•    Act in full compliance with all laws, regulations, and policies including adverse events / pharmacovigilance responsibilities.

Education and Experience

•    Bachelor’s Degree required.
•    Minimum of 2+ years of experience in the Biotech/Pharmaceutical industry.
•    Experience in promotional and non-promotional material review processes and systems; Veeva Vault PromoMats preferred.
•    Strong understanding of legal and regulatory environment in pharmaceutical promotions, pharmaceutical guidelines, and other compliance related issues preferred.

•    Demonstrated project management skills; proven ability to manage multiple tasks to conclusion, with allotted timelines/deadlines, and without compromise to quality of work in a dynamic, fast-paced environment.

Knowledge and Skills

•    Experience with Veeva PromoMats platform and system utility with ability to provide support for system users
•    Communicating persuasively – excellent verbal, written and interpersonal skills with ability to influence senior management and to establish effective working relationships with a diverse range of stakeholders
•    Excellent project and task management skills including proactivity, planning, prioritization, objective setting, meeting management and plan execution
•    Good communication skills, problem solving, follow-through, and agility required
•    Able to work independently and take lead role on assigned projects
•    Adept in conflict resolution getting to win-win outcomes
•    While being organized, and logical, must balance this with a high degree of flexibility to change direction when needed
•    A confident self-starter, who can work independently and creatively but also be a team player
•    Champion ideas and support others to achieve goals
•    Proficiency in Word, Internet, Outlook, Adobe Acrobat (annotation); Working knowledge of PowerPoint, Excel

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  Based upon job requirements, employee may be required at times to attend meetings including travel out of state over weekends and nights. Employee must be able to freely operate and travel by car and train/plane modes of transportation.  Employee is required to have a valid driver’s license and means of transportation.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must be able to fly via commercial air carrier.  
This is largely a sedentary role; however, the employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms; talk and hear. Occasionally is required to lift and/or move light to moderate weight up to 25 lbs.

Location/Travel

•    The location for this position is the New Jersey office, located in Bridgewater, NJ.
•    This is a hybrid role and will require being in the office a minimum of 3 days per week
•    The position may require travel time up to 20% of the time.

FLSA Classification

•    This position is considered Exempt.

EEO Statement

It is the policy of Recordati Rare Diseases to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, sexual orientation, gender identity, or national origin.  Further, Recordati Rare Diseases will not discriminate on the basis of any characteristic protected by federal, state, or local law.  Recordati Rare Diseases will provide reasonable accommodate for qualified individual with disabilities.  

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of the activities, duties or responsibilities that may be required.